1. CALPADS Updates June 2017

2. Contact Information
Brandi Jauregui
Senior Info. Systems Analyst
CALPADS/CBEDS/CDS Operations Office

3. Agenda End-of Year Submission Updates
CTE Issues
Discipline reminders
Absence Summary Issues
Accountability Dashboard and CALPADS Data
Fall 1 and Fall 2 Updates
CASEMIS to CALPADS Updates
ESSA Teacher Data Collection Update
General updates and discussion

4. 2016-17 EOY Reminders and Issues

5. EOY Deadline Extended August 25, 2017
There will be NO initial certification
This will be the ONE and ONLY deadline

6. EOY 1 Reminders for CCI
Remember to flag courses in your student information systems as:
Courses taken for college credit
CTE Postsecondary Articulated Courses
“High quality” (Course Content Code 154)
Remember to properly identify students as CTE Pathway Completers
Once you certify there will be NO opportunity to correct in the future

7. Identifing Your “High Quality” CTE Courses Code 154
The 154 course content code is reported at the course level, not the course section level. All courses with the same School of Delivery and CRS-Local Course ID must have identical Course Content Code.
Follows CTE Pathway Standards
Taught by CTE Credentialed Teacher
Code 154 = =

8. Current EOY 1 CTE Issues
CTE Reports 3.14, 3.15 are improperly counting students.
Fix will be implemented August 1st – new Snapshot Revision will be generated for all LEAs
Known Issue # 4708
Reports 3.14/3.15 are not properly aligning the student course completions (SCSC) to associated State Course Code to CTE Pathway Code before it determines whether a course should be associated with a specific pathway code. As a result, all CTE courses completed by a student are being co-mingled on reports 3.14/3.15

9. Current EOY 1 Common Errors
SCTE records for completer in the AGR and ART Industry Sectors must have a corresponding SCSC record with a CTE Capstone course.
CTE pathway codes 100, 101, 102, 103, 104, 105, 106, 111,112, 113 and 114
Error #
Error Name
Error Description
CERT123
Missing or invalid SCSC record for CTE Completer in Industry Sector ‘ART’ or ‘ART’
No Student Course Section Completion record (SCSC) was submitted for a CTE course or State Course Code is not valid for SCTE Pathway Code in Industry Sector ‘ART’ or ‘AGR’

10. EOY 3

11. REMINDERS FOR EOY 3
SELPAs MUST review discipline reports for students with disabilities prior to certification
Establish a local review process
Provide access to CALPADS reports for SELPA
Letter went out to Superintendents in May:
CSIS can set up accounts for SELPAs to view reports for all districts in the SELPA (request should be made through a service desk ticket)

12. Reports for SELPAs to Review

13. REMINDERS FOR EOY 3
If “Removals to Interim Alternative Setting” > 1 for an LEA, data could be inaccurate – verify with SELPA
New fatal error when Removal to Interim Alternative Setting has been populated for a student WITHOUT a disability (no 144 program)
Ensure that K-3 students are not being suspended solely for Disruption/Defiance (Code 511)
Verify using Report Discipline Actions - Count by Offense
Exception for “teacher suspensions” for disruption/defiance

14. EOY 3 Common Discipline Errors
Student Discipline records must have the duration days reported. The only exception is if the Disciplinary Action Taken code is 300(No Suspension or Expulsion). The Duration Days can only be zero if the Disciplinary Action Modification Category code is 100 (Enforcement Suspended) or 200 (Shortened).
Error #
Error Name
Error Description
SDIS0293
Invalid Incident Disciplinary Action Duration Days and Disciplinary Action Modification Category Code Combination
If Students were Suspended or Expelled (Incident Disciplinary Action Code <>300), with an Incident Disciplinary Action Duration Days = 0, Disciplinary Action Modification Category Code must = 100 (Enforcement Suspended) OR 200 (Shortened)

15. EOY 3 Common Discipline Errors
Error Name
Error Description
CERT118
Invalid Most Severe Offense Code
The Incident Most Severe Offense Code submitted for the Incident does not match any of the Student Offenses for all students within the Incident.
All Student Discipline records with the same Incident ID must share the Most Severe Offense code
The Most severe Offense Must correspond with at least one offense reported for the incident
Single Student Offense Incidents will always have the same Offense code and Most Severe Offense code

16. Student Absence Summary (STAS) Issues

17. Who’s In and Out? You MUST submit STAS records for:
ALL Students with PRIMARY and SHORT-TERM enrollments
Enrolled between 7/1/2016 and 6/30/2017
The STAS Exemption Indicator can be “Y” for the following types of students:
Home/Hospital students (majority of instruction)
Students enrolled at NPS schools
Other students for whom attendance is not taken
Students solely taking college courses (no attendance taken)
Students attending on non-ADA days
Students attending from out-of-state or out-of-country for whom ADA is not reported
Warning will be generated. No action required if the student represents a scenario noted above.

18. Current STAS Issues Late Enrollments Reporting Exempt Students
Late enrollments (> 3/1/17) with no exit date may trigger CERT129 errors because the Total Enrollment Days is calculated with a proxy end date of 5/15/17 and will be less than the Expected Days reported in Extract
Reporting Exempt Students
Students are not automatically exempt, a STAS record must be submitted to exempt a student. Failure to submit a STAS record will result in a CERT128
Home Hospital students should be exempted if they received home hospital instruction the majority of the enrollment.

19. STAS Certification Validation Errors
Certification Rule Name
Description
Severity
CERT128
Missing Absence Summary Data for Student
Each student who has an SENR record with an enrollment status of Primary or short-term in grades KN-12, UE, US must have an associated STAS record for the same school and academic year.
Fatal
CERT129
Expected Attendance Days is greater than Total Enrollment Days
A student's Expected Attendance Days must be less than or equal to their Total Enrollment Days** at the same school for the same academic year. ** Total enrollment days based on SENR records

20. Current STAS Issues Suspension Attendance
CERT125 or CERT127 will result when In-School and Out-of-School suspension STAS data are reported for a single SDIS record.
SDIS only requires FINAL disciplinary action for the incident, but STAS records absences from ALL disciplinary actions associated with an incident
Incidents reported in previous academic year, but the disciplinary action is taken at the start of the new academic year
In-School Suspension days are counted as attendance NOT absences on STAS reports

21. STAS Certification Validation Errors
Certification Rule Name
Description
Severity
CERT125
Missing In-School Suspension Data for a student who was reported as attending in-school suspension
Students who are reported as attending in-school suspensions in the absence summary data must have an associated SDIS data for the same school in the same academic year where the student's disciplinary action taken was In-school suspension
Warning
CERT127
Missing Out-of-School Suspension Data for a student who was reported as absent due to out-of-school suspension
Each student who has an SENR record with an enrollment status of Primary or short-term in grades KN-12, UE, US must have an associated STAS record for the same school and academic year.

22. Common STAS Errors
STAS0303 is the most common error. When an exemption is not indicated ALL of the following fields must be populated
- Hourly Attendance School Type Indicator
- Expected Attendance Days
- Days Attended
- Days Absent out-of-school suspension
- Days in Attendance In-School Suspension
- Days Absent Excused Non-Suspension
- Days Absent Unexcused Non-Suspension
- Incomplete Independent Study Days

23. Expected Attendance Days =
Common STAS Errors
The STAS0318 will trigger when the total count of absences and attendance does not equal the Expected Days.
Expected Attendance Days =
Days Attended (includes in-school suspension days) +
Days Absent Out-of-School Suspension
Days Absent Excused Non-Suspension
Days Absent Unexcused Non-Suspension
Incomplete Independent Study Days

24. Other EOY 3 STAS Issues Students with Disabilities
Districts of Service should report both enrollment and STAS data for these students, even if the District of Residence claims ADA for the students
These students are NOT exempt from STAS reporting

25. Fall 1 and Fall 2 Updates

26. SSIDs for Students with Disabilities
Special Education Division is now requesting that LEAs obtain SSIDs for preschoolers with plan type 30 (Pending evaluation)
Do not submit SPRG record until student is determined “eligible for services”
If student is determined to be ineligible, exit student with an N470 (No Show Exit)
LEAs should NOT obtain SSIDs for any K-12 students with plan type 30

27. Change in Teacher Librarian Reporting
NEW Nonclassroom Based or Support Assignment Code added
Teacher Librarian (non-instructional)
Plans and coordinates school library programs with the instructional programs of a school district through collaboration with teachers; selects library materials, develops, delivers library staff development. These teachers do not provide instruction to students in either classroom-based or pull-out or push-in settings.

28. Change in Teacher Librarian Reporting
Can only be used with TEACHER job classifications
12 – Teacher
26 – Non-certificated Charter School Teacher
27 – Pull-Out/Push-In/Itinerant Teacher
Does NOT required a course section assignment
Refer to CALPADS Flash #129 for more information

29. New CTE Course Codes for 2017-2018
Have been updated in the Code Sets and Valid Code Combinations v9.0.
New codes have a new numerical range ( )
ALL CTE courses must be remapped to the new codes, all codes are being RETIRED as of 6/30/2017

30. Direct Certification Reminders
Enroll NEW and INCOMING TRANSFER students to ensure they are directly certified as early as possible
All LEAs are now receiving students certified for free AND reduced price meals through Medi-Cal

31. Direct Certification Reminders
Some siblings have differing statuses (one M, S, or T and one R)
All siblings within the same household can be certified free in the POS if at least ONE of them has been directly certified as free
Direct certification status in CALPADS will not change

32. ACCOUNTABILITY DASHBOARD AND CALPADS DATA

33. Where do the data come from???
Performance Indicator
Data Source
Chronic Absenteeism
CALPADS EOY 3 (STAS)
Suspension Rate
CALPADS EOY 3 (SDIS)
English Learner Progress Indicator (ELPI)
CALPADS ODS (cumulative for school year) (SELA)
Graduation Rate Indicator
CALPADS ODS (SENR)
Academic Indicator
Smarter Balanced Results (3-8)
CALPADS Demographics (SINF)
College/Career Indicator (CCI)
CALPADS EOY 1 (CRSC, SCSC, SCTE)
CALPADS SENR (Seal of Biliteracy, Golden State Seal Diploma)
AP, IB Results
Smarter Balanced Results (11)

34. November 2017 Dashboard Data Deadlines
Data Certification Year
Deadline for updates
Chronic Absenteeism
(“status” only)
August 25, 2017
Suspension Rate
English Learner Progress Indicator (ELPI)
ODS data as of

35. November 2017 Dashboard Deadlines
Data Certification Year
Deadline for Updates
Graduation Rate Indicator
cohort
Updates no longer allowed for cohort data.
2018 Dashboard will include certified data.
Academic Indicator
ODS data as of
August 25, 2017
Career and College Readiness Indicator
SENR Data - TBD
August 25, 2017 – last date to update data for 2018 Dashboard.

36. CASEMIS TO CALPADS (C2C)

37. Transition Timeline 2016-17 2017-18 2018-19 2019-20
Building the tables
Developing the structure
Communication
Training Development and Implementation
Change in CASEMIS structure to match CALPADS file specifications
Full implementation

38. CASEMIS TO CALPADS (C2C)
UPDATES
CASEMIS file layouts will be MODIFIED for to mirror names and code values proposed for C2C
In lieu of “pilot” or “beta” test
Draft file layouts and code sets have been distributed to special education system vendors

39. CASEMIS TO CALPADS (C2C)
CASEMIS Roadshows
14 roadshows will be announced for Fall statewide
Detailed walkthrough of the proposed file specifications for 18-19
Sign up for the CASEMIS to CALPADS listserv for updates

40. ESSA TEACHER REPORTING REQUIREMENTS

41. ESSA Teacher Reporting Requirements
ANNUAL counts of minority and socioeconomically disadvantaged students compared to counts of non-minority, non-socioeconomically disadvantaged students taught by the following:
“Ineffective Teachers”
“Out-of-Field” Teachers
“Inexperienced Teachers”

42. Current DRAFT definitions (to be finalized 9/2017)
Key Term
Definition
Ineffective teacher
A teacher who is misassigned or teaching without a full credential (emergency permits, provisional permits or waivers).
Out-of-field teacher
A teacher who has not yet demonstrated subject matter competency in the subject area(s) or for the student population to which he or she is assigned. Under this definition, teachers with the following limited permits would be considered out-of-field:
General Education Limited Assignment Permit (GELAP)
Special Education Limited Assignment Permit (GELAP)
Inexperienced teacher
A teacher who has two or fewer years of teaching experience.

43. ESSA Teacher Reporting Requirements
CDE will report the following in (no additional collection requirements for LEAs)
Teachers with “Emergency or Provisional Credentials”
“Inexperienced Teachers”

44. Additional Questions?

45. Overview for NEW CALPADS Administrators