1. Annual State Reporting Roadmap
School Year

2. Lessons Learned from Successful LEAs
Agenda
Objectives
Roadmap
Lessons Learned from Successful LEAs
Resources
Here is the agenda for this session.
Annual State Reporting Roadmap v1.0, August 11, 2017

3. Overview of changes for 2017-18
Objectives
Overview of changes for
Review of state reporting requirements and activities throughout the year
Review of organizational strategies for staying on track and ensuring accurate reporting
Links to additional resources and support for state reporting
The objectives for this training session are that you will have an understanding of (casually cover each bullet).
Annual State Reporting Roadmap v1.0, August 11, 2017

4. Changes for
Annual State Reporting Roadmap v1.0, August 11, 2017

5. Submission Changes Fall 1 Fall 2 EOY 1 EOY 2 EOY 3 No changes planned
Graduates with Seal of Biliteracy and/or Golden Seal Merit Diploma
Fall 2
All CTE Course codes changes ( retired, now )
New assignment code for non-instructional librarian (6026)
EOY 1
New CTE sub-pathways
EOY 2
No changes planned
EOY 3
Annual State Reporting Roadmap v1.0, August 11, 2017

6. Direct Certification Status (implemented March 2017)
General Changes
Direct Certification Status (implemented March 2017) S
SNAP – The student is directly certified for free meals because the student is receiving Supplemental Nutrition Assistance Program (SNAP) benefits (also known as CalFresh). M
Free MediCal – The student is directly certified for free meals because the student has met the income eligibility criteria through the MediCal program. R
Reduced MediCal – The student is directly certified for reduced-price meals because the student has met the income eligibility criteria through the MediCal program. T
TANF – The student is directly certified for free meals through TANF, the Temporary Assistance for Needy Families program (CalWORKS).
Annual State Reporting Roadmap v1.0, August 11, 2017

7. Roadmap for
So now let’s review what you will be doing this year.
Annual State Reporting Roadmap v1.0, August 11, 2017

8. CALPADS Roadmap
2017
Census Day
Certification Deadline
Throughout Year 
July
August
September
 General
Maintain SSIDs
Resolve Anomalies
Retrieve Direct Certification Files
Check Foster Youth
Data Mgmt Team Planning
Review CFS/Code Changes
   Perform Security Audit
Create local DM calendar
Train Local Users
Fall 1
Oct 4, 17
Dec 15, 17
Exit all Students
Update UC/CSU Requirements for Grads
Seal of Biliteracy, Golden State Merit Diploma
Attend Training
Get SSIDs for new students
Enroll all students
Attend Fall 1 Training
Update
Fall 2
Dec 20, 15
Feb 23, 18
Get SEIDs for new staff
Coordinate w/ HR for certifiicated staff reporting
EOY 1
July 31, 18
EOY 2
EOY 3
Other
Update OPUS-CDS
On this and the next 3 slides we cover the reporting calendar for the year (casually cover the table text).
Annual State Reporting Roadmap v1.0, August 11, 2017

9. Certify Level 1 And Level 2 by Dec 15
CALPADS Roadmap
2017
Certification Deadline
Throughout Year 
October
November
December
 General
Maintain SSIDs
Resolve Anomalies
Retrieve Direct
Certification Files
Check Foster Youth
CIM Meeting Sacramento, CA
Fall 1
Dec 15, 17
Submit SPRG updates for students in GATE, Migrant Ed, Special Ed, NSLP, Homeless
Review Preliminary Reports
Distribute Reports for Verification and Signature Make adjustments as needed
Certify Level 1 And Level 2 by Dec 15
Fall 2
Feb 23, 18
Attend Fall 2 Training
Review Master Schedule
Audit Required Elements
Submit SDEM/SASS for all cert staff
Submit CRSE/SCSE for courses/students
EOY 1
July 31, 18
EOY 2
EOY 3
Other
CBEDS-ORA Data Due
(casually cover the table text).
Annual State Reporting Roadmap v1.0, August 11, 2017

10. CALPADS 2017-18 Roadmap 2018 (casually cover the table text).
Certification Deadline
Throughout Year 
January
February
March
 General
Maintain SSIDs
Resolve Anomalies
Retrieve Direct Certification Files
Check Foster Youth
Fall 1
Dec 15, 17
Amendment Window open through Jan 26
Fall 2
Feb 23, 18
Review Preliminary Reports
Distribute Reports for Verification and Signature Make adjustments as needed
Amendment Window open through March 23, 2018
EOY 1
July 31, 18
EOY 2
EOY 3
Other
SARC Due
(casually cover the table text).
Annual State Reporting Roadmap v1.0, August 11, 2017

11. Certify Level 1 AND Level 2
CALPADS Roadmap
2018
Certification Deadline
Throughout Year 
April-May
Jun-Jul
Jul-Aug
 General
Maintain SSIDs
Resolve Anomalies
Retrieve Direct Certification Files
Check Foster Youth
EOY 1
July 31, 18
Check with vendor for EOY updates
Submit SDEM for teachers
Submit CRSC/SCSC for 7-12 students*
Submit SCTE files for schools with CTE programs
Review preliminary reports |
Distribute Reports for Verification and Signature
Certify Level 1 AND Level 2
Final Amendment
TBD
EOY 2
Maintain student program records
Submit SPRG for all students
EOY 3
Maintain disciplinary records
Submit SDIS for all students
Submit STAS for all students
Resolve anomalies
Other
(casually cover the table text).
Annual State Reporting Roadmap v1.0, August 11, 2017

12. Use completion status 480 for K-8 students
July-August
Exit All Enrollments
Use E155 to exit all students who completed the school year and are expected to return to the same school the following year
Use exit reason E230 for students completing the highest grade offered at any school
Use completion status 480 for K-8 students
Use Transfer exit code
Students transferring to private schools, out-of-state or out-of-country
So now we are going to cover what you should be working on now to prepare for CALPADS this year. We will begin with the student exits that must be updated in CALPADS (casually cover each bullet).
Annual State Reporting Roadmap v1.0, August 11, 2017

13. Close out 2016-17 records – Exits
July-August
Close out records – Exits
Completers
Use the appropriate completion code
Update the UC/CSU flag for all graduates
Identify graduates with Seal of Biliteracy and/or Golden State Merit Diploma
Here is how you should handle your completer student exits in CALPADS (casually cover each
Annual State Reporting Roadmap v1.0, August 11, 2017

14. Contact vendor for SIS updates
August - September
Contact vendor for SIS updates
Attend vendor training and CALPADS training
Regarding the charter reporting status, as per Ed Code it is the responsibility of the Authorizing Agency to ensure that their IRCs completes all required data reporting and certification to the state. CDE has stated that if an IRC fails to certify their data by the final deadline it is sufficient reason for revocation or non-renewal of the charter.
Train local staff
Annual State Reporting Roadmap v1.0, August 11, 2017

15. Meet with Data Management Team Update Documentation
August - September
Meet with Data Management Team
Update Documentation
This is the prep work that you should be doing for reporting (casually cover each bullet).
Create and distribute Data Submission Calendar
Annual State Reporting Roadmap v1.0, August 11, 2017

16. CALPADS LEA Administrator
August - September
CALPADS LEA Administrator
Update LEA Admin Application
Add/Revoke CALPADS accounts for users
Add/Update security roles for users
(i.e., Certification, Foster Youth)
Verify/map codes
Annual State Reporting Roadmap v1.0, August 11, 2017

17. 2017-18 School Year Prep Obtain SSIDs for new students
Start of School Year
School Year Prep
Exit staff who are no longer employed
Obtain SEIDs for new staff (demographics)
Use ODS reports to check graduate and dropout lists
Enroll all returning students
Obtain SSIDs for new students
(casually cover each item)
Annual State Reporting Roadmap v1.0, August 11, 2017

18. September – early October
Check Expected Schools in OPUS-CDS
Verify Charter School Reporting Status
Annual State Reporting Roadmap v1.0, August 11, 2017

19. September – early October
Resolve anomalies (CCEs, MIDs, ERDs)
Update exit codes if new information is available
Analyze causes of anomalies to identify problems
Train Users on best practices for assigning SSIDs
Anomaly Resolution
Anomaly Rate for combined MIDs and CCEs must be 2.0% or less for Fall 1
This is the prep work that needs to be done to ensure that your anomalies are below 2%. (casually cover each bullet)
Annual State Reporting Roadmap v1.0, August 11, 2017

20. September – early October
Fall 1 Data Population
Update student demographic changes
Check ELAS status for new students
Check Initial US School enrollment date for students born outside US
Update program eligibility
*FRPM
*Homeless
*Migrant
Fall 2 Data Population
Update demographic/job class/assignment changes
Increment staff years of service
After schedule is set - update course-section attributes
For Fall 1 and Fall 2, this is the critical prep work that needs to be completed by early October (casually cover each bullet).
* Used in LCFF calculations
Annual State Reporting Roadmap v1.0, August 11, 2017

21. Information Day – October 4, 2017
October – November
Fall 1
Information Day – October 4, 2017
Fall 1 snapshots available – October 7, 2017
If enrollment updates have been maintained to reflect current enrollment (entries and exits) – NO SENR is required
Submit Student Programs (SPRG) for all students in NSLP, GATE, Migrant Ed, Special Ed, and Homeless
Submit Student English Language Acquisition (SELA) for new students (to CA K-12) and changes to status
IN, TD, PS, AD not allowed
Between October and November, this is the Fall 1 data submission work that needs to done (casually cover each bullet).
Annual State Reporting Roadmap v1.0, August 11, 2017

22. Fall 1 Certification Deadline: December 15, 2017
October - December
Fall 1 Certification Deadline:
December 15, 2017
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
And once the data submission work is done, this is the process to follow to certify your Fall 1 data (casually cover each bullet).
Annual State Reporting Roadmap v1.0, August 11, 2017

23. Fall 1 Amendment Window: December 16, 2017 – January 26, 2018
Use preview to review graduate and dropout counts
Make additional corrections as needed
Use Revised Uncertified reports to verify corrections
Certify Level 1 and Level 2
Print reports for records
And once the data submission work is done, this is the process to follow to certify your Fall 1 data (casually cover each bullet).
Annual State Reporting Roadmap v1.0, August 11, 2017

24. Information Day – October 4, 2017*
October – November
Fall 2
Information Day – October 4, 2017*
Fall snapshots available – December 20, 2017
Submit and post Staff Demographics (SDEM) for all certificated staff employed on information day*
Submit and post Staff Assignments (SASS) for all certificated staff
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*
Between October and November, this is the Fall 2 data submission work that needs to done (casually cover each bullet). You should be aware of a common problem with your SDEM data for staff that have left your LEA. The correct way to report this is to enter the Employment End Date and DO NOT enter the Record Effective End Date.
Annual State Reporting Roadmap v1.0, August 11, 2017

25. Fall 2 Certification Deadline: Feb 23, 2018
November - February
Fall 2 Certification Deadline: Feb 23, 2018
Print reports for records
Certify Level 1 and Level 2
Distribute reports to data stewards for verification and signatures
Review preliminary reports and make corrections as needed
Analyze and resolve fatal certification errors
And once the data submission work is done, this is the process to follow to certify your Fall 2 data (casually cover each bullet).
Annual State Reporting Roadmap v1.0, August 11, 2017

26. EOY Reporting Collection Window: 2017-2018 Academic Year
April - July
EOY Reporting Collection Window: Academic Year
EOY snapshots available – May 14, 2018
EOY 1: Course Completion – 7-12
Submit SDEM for all teachers reported in course completion
Submit CRSC/SCSC for all courses completed during the school year
Submit SCTE for CTE Concentrators and Completers
EOY 2: Program Participation
Verify Title I Status in CARS
Submit SPRG for programs students participated in during the school year
EOY 3: Student Discipline
Submit SDIS for all Ed Code and offenses occurring during the school year
Coordinate with Special Ed staff
Submit student absence records for all students enrolled any time during the school year
Starting in May, these are the EOY data submissions that you will be doing (casually cover each bullet).
Annual State Reporting Roadmap v1.0, August 11, 2017

27. EOY Certification Deadline: July 31, 2018
May - July
EOY Certification Deadline: July 31, 2018
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
By July, this is the EOY 1-4 certification work that needs to be completed (casually cover each bullet).
Annual State Reporting Roadmap v1.0, August 11, 2017

28. Lessons Learned from Successful LEAs
We are now going to cover the lessons learned from last year with CALPADS reporting.
Annual State Reporting Roadmap v1.0, August 11, 2017

29. Take Advantage of Training
Many options available for training
Web-based
Self-paced
County Office
Check for Vendor, County and Local User groups
Contact Vendor for SIS training options
Subscribe to the Listserv
Participate in weekly Q&As
Annual State Reporting Roadmap v1.0, August 11, 2017

30. Use Available References and Resources
Ensure SIS/vendor documentation is accessible
Document local procedures and processes
Review prior year lessons learned
Use relevant documents (e.g. code sets, error lists, valid code combinations, mapping guides)
Annual State Reporting Roadmap v1.0, August 11, 2017

31. Data and Reporting Requirements
Keep CALPADS up to date throughout the year
Audit data regularly
Know how to use data and how data is used
ODS reports
SIS reports
Annual State Reporting Roadmap v1.0, August 11, 2017

32. Coordinate and collaborate
Work Together
Coordinate and collaborate
Establish a working cross-functional data management team
Comprised of key staff members and data stewards
Meet regularly to review requirements, timelines, responsibilities, status
Have an established support structure
Distribute the workload
Successful LEAs have shared responsibility for data management and reporting. The workload is distributed and coordinated.
We have talked about the data management team concept, in the Best Practices project and in all of our other data management trainings.
The data management team is the group responsible for establishing and implemented local data management practices, such as enrollment and exiting procedures. It is comprised of central office and site staff, data entry, technical, program and administrative staff.
They are proactive and make sure they understand how their local systems work. They don’t need to make assumptions because they use the available resources such as user guides and online help to address any problems or issues.
They have administrative support for their efforts. When issues arise, such as someone not getting all the data into the system correctly or in a timely manner, they are held accountable.
Successful LEAs also:
Data stewards are staff that are responsible for specific types of data or data elements. They have an in depth understanding the data they are responsible for, such as HQT and credentialing information.
Staff are required to participate in training including opportunities such as local in-services, vendor, user groups, CALPADS, and CETPA training.
When there are problems, there are efforts to evaluate the root cause. Is it a misunderstanding, a system limitation, lack of training, etc and determine options to address.
Systems implementation
They train users on how the data is used and the potential impact on their LEA or schools.
They understand the data in their systems, including knowing when the data has errors.
Annual State Reporting Roadmap v1.0, August 11, 2017

33. Plan for contingencies
Be Proactive
Plan for contingencies
Cross train staff
Review certification reports early in submission cycle
Develop sign-off procedures prior to certification
Hold post-submission reviews
Analyze problems and make adjustments
Incorporate into training and processes
Successful LEAs also:
They understand the data in their systems, including knowing when the data has errors.
They are proactive and make sure they understand how their local systems work. They don’t need to make assumptions because they use the available resources such as user guides and online help to address any problems or issues.
When there are problems, there are efforts to evaluate the root cause. Is it a misunderstanding, a system limitation, lack of training, etc and determine options to address.
They have backup plans to address possible problems that may occur during the year, such as staff absences.
Annual State Reporting Roadmap v1.0, August 11, 2017

34. Resources and Support
Now we will cover resources and support to assist you.
Annual State Reporting Roadmap v1.0, August 11, 2017

35. http://csis.fcmat.org/Pages/Trainings.aspx Training Options
Basic courses
Advanced courses
Self-Paced Training Modules
Q&A
Data Management
Vendor Training and User Groups
To register for the CALPADS trainings that CSIS provides you go to the URL on this slide (casually cover the training list).
Annual State Reporting Roadmap v1.0, August 11, 2017

36. Training Supplement Samples and Templates
References
Training Supplement
Job Aides:
Fall 1 Report Mapping
Fall 2 Report Mapping
EOY 1-3 Report Mapping
Samples and Templates
Enrollment forms
The Job Aides listed here will assist you in understanding the how the counts were calculated in your CALPADS certification reports.
Annual State Reporting Roadmap v1.0, August 11, 2017

37. Valid Code Combinations
Resources
CALPADS
CFS
Code Sets
Error List
Valid Code Combinations
All documents can be found at:
Annual State Reporting Roadmap v1.0, August 11, 2017

38. Support Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Phone:
Listserv:
The preferred method of requesting support is through the service ticket. If you have not taken the opportunity to save this URL, please do so today. Saving this URL allows you the ability to send a service request even if you can’t access CALPADS. This URL is also on the FCMAT/CSIS site and the CDE’s.
The service ticket allows you provide information which assist support to quickly respond to the ticket. This helps in our peak service request times—close to the deadlines to expedite service requests.
If you call , you will go immediately into our voice mail system.
is another way to request support. But both the phone message and this URL requires a support staff to take the information and create a service ticket.
The list service is the CDE’s one-way listserv, which means LEAs cannot respond but only receive notices. This Listserv notifies you of changes for deadlines, data submissions, etc. You will want to join today if you have not done so.
Annual State Reporting Roadmap v1.0, August 11, 2017

39. Please Complete Our Survey
Training Evaluation
Please Complete Our Survey
Questions
Please take the time to complete our training survey. Your responses assist in improving our trainings. Please indicate what you like, if there were areas you thought should have been covered that weren’t, and any suggestions to improve our training for you.
We review these surveys on a regular basis—in fact due to LEAs’ suggestions we have changed our survey, have included more visual aids, and demonstrations in our trainings.
If you experience any technical difficulty with accessing the survey, please try the alternative long URL:
Thank you for providing us the opportunity to evaluate are trainings.
Annual State Reporting Roadmap v1.0, August 11, 2017 39

40. State/Federal Data Usage LEA Impact if Not Certified
How Certified CALPADS Data are Used
Annual Submission
State or Federal
State/Federal Data Usage
LEA Impact if Not Certified
Fall 1
State
DataQuest (Enrollment, Graduates, Dropouts, and SNOR)
0 counts
School Accountability Report Card (SARC)
No SARC prepopulation
Department of Finance for LCFF Supplemental and Concentration funding and budget projections
0 counts and impact on funding
CA School Dashboard
Quality Education Investment Act (QEIA) funding
0 counts & 0 funding
To address requests from policy makers, researchers, and other entities
Annual State Reporting Roadmap v1.0, August 11, 2017

41. How Certified CALPADS Data are Used
Annual Submission
State or Federal
State/Federal Data Usage
LEA Impact if Not Certified
Fall 1
Federal
Title I and Title II
0 counts & 0 funding for COEs and Direct Funded Charter schools
NCLB Consolidated State Performance Report (CSPR)
0 counts
NCLB Title III Limited English Proficiency Program
0 counts & 0 funding
NCLB Title III Immigrant Program (SNOR)
Titles VI & IX reports for the Civil Rights Act of 1964
Individuals with Disabilities Education Act (IDEA)
Various U.S. Department of Education (ED) organizational websites
State & Federal
Eligibility to apply for various state and federal grants (especially those based on counts of socioeconomically disadvantaged students)
0 counts and ineligibility to apply for grants
Annual State Reporting Roadmap v1.0, August 11, 2017

42. How Certified CALPADS Data are Used
Annual Submission
State or Federal
State/Federal Data Usage
LEA Impact if Not Certified
Fall 2
State
DataQuest (Teacher Counts, Course Enrollments and EL Services)
0 counts
CCR Title V, Section 97 (certificated staff)
EL Services
Federal
NCLB Consolidated State Performance Report (CSPR)
Annual State Reporting Roadmap v1.0, August 11, 2017

43. State/Federal Data Usage LEA Impact if Not Certified
How Certified CALPADS Data are Used
Annual Submission
State or Federal
State/Federal Data Usage
LEA Impact if Not Certified
EOY-1
State
DataQuest (Course Completion & CTE)
0 counts
CA School Dashboard (CCI)
Federal
Carl Perkins Program (CTE Participants, Concentrators and Completers)
0 counts & grant eligibility
EOY-2
DataQuest (Programs and Homeless)
Elementary and Secondary Education Act (ESEA) Title 1, Part A Neglected
EDEN (Education Data Exchange Network) Reporting
NCLB Consolidated State Performance Report (CSPR)
EOY-3
DataQuest (Discipline, Chronic Absenteeism)
CA School Dashboard (Chronic Absenteeism)
Individuals with Disabilities Education Act (IDEA)
NCLB Title IX - At Risk/Persistently Dangerous Schools
ESEA Title IV, Part A, Subpart 3, Section 4141 (e) - Firearm Offenses
Gun Free Schools Act Annual Survey
Annual State Reporting Roadmap v1.0, August 11, 2017

44. How CALPADS Data are Used
Annual Submission
State or Federal
State/Federal Data Usage
LEA Impact if Not Certified
Accountability
State
School Accountability Report Card (SARC)
Data are pulled from the ODS at announced times and used for these purposes
Federal
Calculating the four-year graduation cohort rate used in the Adequate Yearly Progress (AYP) accountability measure.
Determining which students were continuously enrolled at the school or local educational agency (LEA), and which student test scores to “roll back” from an alternative education program (AEP) to the original school or LEA.
Determining which students were enrolled in a U.S. school for five or more years for the purpose of calculating Annual Measurable Achievement Objectives (AMAOs).
Assessments
Registering students for the California Assessment of Student Performance and Progress (CAASPP)
Annual State Reporting Roadmap v1.0, August 11, 2017