Copyright © 2017, FCMAT/California School Information Services

Copyright © 2017, FCMAT/California School Information Services
CALPADS Overview Welcome Introductions Audience Refresher – updated to include changes for Open FAQ Documentation Winter 2017 Copyright © 2017, FCMAT/California School Information Services

Data Management CALPADS Agenda Background Key Roles
Required Annual Statewide Data Collections Reporting Schedule Reports How Data Are Used Data Management Key Roles Organizational Best Practices Privacy and Confidentiality Putting it all Together CALPADS Overview, 1/10/20179/26/2016

CALPADS California Longitudinal Pupil Achievement Data System
Developed to meet the NCLB requirements State data collections incorporated Moved from aggregate to student-level reporting Provide better tracking of graduates, dropouts, student mobility Data used to fulfill state and federal reporting requirements Provide information about students and schools to state decision-makers, parents, community and researchers CALPADS Overview, 1/10/20179/26/2016

Working with CALPADS Username and Password Required
Web-based Application Username and Password Required Each LEA has a CALPADS LEA Administrator LEA Administrator or CALPADS Coordinator submits data CALPADS Overview, 1/10/20179/26/2016

Introduction to CALPADS
5/26/2018 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 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 CALPADS Overview, 1/10/20179/26/2016

CALPADS Data Matches Direct Certification Foster Youth Assessments
Demographic/ Address data matched with CalWorks and Food Stamps databases to certify students as eligible for free meals Used in LCFF calculations Foster Youth Demographic data matched with Dept of Social Services database to identify foster youth Assessments Smarter Balanced assessments Used in reporting and accountability calculations CALPADS Overview, 1/10/20179/26/2016

Student Data Registration/ Enrollment Forms
Student Information System Registration/ Enrollment Forms Teachers, administrators, other programs Nutrition Services Special Ed System Human Resources CALPADS Overview, 1/10/20179/26/2016

CALPADS Submission/Certification Process
Local Student Information System Upload files Staging Area Uploaded files processed using Input Validation Rules and compared to CALPADS data Data extracted from local SIS Passed Records Fatal Errors Warnings Posted records processed Processing Operational Data Store Warnings - Concurrent enrollment, student has already graduated, invalid age for grade span Fatal – missing or invalid CDS code, birthdate or gender do not match what is reported in CALPADS Smarter Balanced Foster Youth Matches Direct Certification CALPADS Overview, 1/10/20179/26/2016

CALPADS Submission/Certification Process
Local Student Information System Upload files Staging Area Uploaded files processed using Input Validation Rules and compared to CALPADS data Data extracted from local SIS Passed Records Fatal Errors Warnings Posted records processed Processing Operational Data Store Warnings - Concurrent enrollment, student has already graduated, invalid age for grade span Fatal – missing or invalid CDS code, birthdate or gender do not match what is reported in CALPADS Certification Reports Fatal Errors State Reporting Snapshots Report Review and 2-Level Certification Warnings CALPADS Overview, 1/10/20179/26/2016

CALPADS Data Collections
Fall 1 As of info day 1.1 Enrollment Primary Status by Subgroups 1.6 Graduates and Dropouts by Subgroup 1.9 Completers and Dropouts Count 1.17 FRPM/English Learner/Foster Youth Count 2.1 Title III Eligible Immigrants Count 2.8 English Language Acquisition Status Count by Primary Language 2.9 English Language Acquisition Status Census Comparison 2.12 English Language Acquisition Status ELs Reclassified RFEP Fall 2 2.4 English Learner Education Services Student Count Unduplicated 2.5 English Learner Education Services Unduplicated Count of Teachers Providing EL Services 3.6 Course Section Enrollment Count by Content Area 4.1 Staff Count and FTE by Job Classification EOY 1 July 1–June 30 3.9 Course Sections Completed Count by Content Area for Departmentalized Courses 3.14 Career Technical Education Concentrators and Completers Count by Pathway EOY 2 5.1 Program Participants Count 5.4 Homeless Students Enrolled Unduplicated Count by School EOY 3 July 1–June 30 7.1 Discipline Incidents Count by Most Severe Offense 7.3 Disciplinary Actions Count 7.4 Discipline Actions Count by Offense 7.6 Discipline Actions Persistently Dangerous Offense Expulsions 7.7 – Discipline Removals for Students with Disabilities - Count 7.8 – Unilateral Removals for Students with Disabilities – Count 1.21 Cumulative Enrollment 14.1: Students Absenteeism – Count These are the current CALPADS Data Collections and a high level view of the data collected in each. CALPADS Overview, 1/10/20179/26/2016

Fall 1 As of info day 1.1 Enrollment Primary Status by Subgroups 1.6 Graduates and Dropouts by Subgroup 1.9 Completers and Dropouts Count 1.17 FRPM/English Learner/Foster Youth Count 2.1 Title III Eligible Immigrants Count 2.8 English Language Acquisition Status Count by Primary Language 2.9 English Language Acquisition Status Census Comparison 2.12 English Language Acquisition Status ELs Reclassified RFEP These are the current CALPADS Data Collections and a high level view of the data collected in each. Counts as of Information Day 8/16/ prior year - 8/15 reporting year Day after prior year Information Day – current year Information Day CALPADS Overview, 1/10/20179/26/2016

Fall 2 As of info day 2.4 English Learner Education Services Student Count Unduplicated 2.5 English Learner Education Services Unduplicated Count of Teachers Providing EL Services 3.6 Course Section Enrollment Count by Content Area 4.1 Staff Count and FTE by Job Classification These are the current CALPADS Data Collections and a high level view of the data collected in each. Counts as of Information Day CALPADS Overview, 1/10/20179/26/2016

EOY 1 July 1–June 30 3.9 Course Sections Completed Count by Content Area for Departmentalized Courses 3.14 Career Technical Education Concentrators and Completers Count by Pathway These are the current CALPADS Data Collections and a high level view of the data collected in each. CALPADS Overview, 1/10/20179/26/2016

EOY 2 July 1–June 30 5.1 Program Participants Count 5.4 Homeless Students Enrolled Unduplicated Count by School These are the current CALPADS Data Collections and a high level view of the data collected in each. CALPADS Overview, 1/10/20179/26/2016

EOY 3 July 1–June 30 7.1 Discipline Incidents Count by Most Severe Offense 7.3 Disciplinary Actions Count 7.4 Discipline Actions Count by Offense 7.6 Discipline Actions Persistently Dangerous Offense Expulsions 7.7 – Discipline Removals for Students with Disabilities - Count 7.8 – Unilateral Removals for Students with Disabilities – Count 1.21 Cumulative Enrollment 14.1: Students Absenteeism – Count These are the current CALPADS Data Collections and a high level view of the data collected in each. CALPADS Overview, 1/10/20179/26/2016

CALPADS Snapshot Collection Windows
Information Day First Wed in Oct Initial Deadline Dec 2, 2016 Final Deadline Jan 27, 2017 Revised Deadline Dec 16, 2016 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 Snapshots Available Dec 28, 2016 Initial Deadline Mar 3, 2017 Start of Submission May 15, 2017 Initial Deadline Jul 31, 2017 Final Deadline Aug 11, 2017 Final Deadline Mar 31, 2017 18 CALPADS Overview, 1/10/20179/26/2016

Submission Changes Fall 1 Fall 2 EOY 1 EOY 2 EOY 3
1.1 and 1.17 Report FRPM Eligibility 7/1 - 10/31 1.1 TK and SED change Ethnicity roll-up Filipino broken out Fall 2 NCLB Core courses and HQT reporting no longer required Courses without educational content* EOY 1 Completers/concentrators reported solely through CALPADS New report for non-concentrators EOY 2 Armed Services families On hold EOY 3 Chronic absenteeism reporting (STAS) Cumulative enrollment certification 1% anomaly rate CALPADS Overview, 1/10/20179/26/2016

Sample Reports – 1.1 We recommend reviewing this report first. If your enrollment counts are off, then the counts on the other reports will be either under-reported or over-reported. Reviewing the reports are a critical step because it helps to catch discrepancies which may not be reported as errors. As you start reviewing the aggregate reports, a great resource is the Report Mapping Guide for Fall 1. It provides where the counts on the reports are pulled from in CALPADS. You can use this as you work with your data stewards. To see a list which students are included in the totals for any school, click on the school’s name—this drills down to the supporting report associated with the aggregate report. Your ERD type C anomalies can be used to find students who were reported in the prior school year but are not showing up on this report. However, due to how the data are reported, you will need to look at both the current year and next year’s anomaly reports. SED: Definition includes data groups: Free/Reduced Meals, Foster, Homeless, Migrant Ed, Parent Ed 14, & Direct Certification CALPADS Overview, 1/10/20179/26/2016

Sample Report – 1.17 Supplemental funding count is determined based on: Students qualifying for Free or Reduced Price Meals or Being classified as English Learners or Being identified as Foster Youth. Students may qualify for consideration under multiple categories. The report provides Duplicated Counts (for those students qualified by multiple criteria) and Unduplicated Counts by school where a student is counted only 1 time per school. Counts students with Primary and Short Term enrollments in grade K-12. Adult Education not included. Students with multiple qualifying records as of Fall 1 Census Day are counted only once. A student with qualifying enrollments in more than one LEA on Census Day is counted in each LEA. 1Foster/Homeless counts based on Home Dwelling codes of Temporary Shelters (100), Hotels/motels (110), Temporarily Doubled Up (120), or Temporarily Unsheltered (130), Foster Family 2Foster Youth counts based on match of student records with California Dept. of Social Services (CDSS) file based on the week of 10/1/14 3 For Funding, Eligible English Learners are students with an English Language Acquisition Status of ‘EL’ on Fall 1 Census Day. 4FRPM/EL/Foster Youth Total will always equal enrollment count for Juvenile Court schools. User must possess the Free and Reduced role in order to view/run this report. LCFF – Local Control Funding Formula 3 categories make the supplemental formula 1- majority of funding is based on ADA 2 - supplemental funding based on kids being at 1 a disadvantage low income 2 - EL kids 3 - Foster kids We strongly advice LEAs to first look at report 1.1 and reconcile their enrollment counts and their EL counts then look at the aggregate counts on this report. CALPADS Overview, 1/10/20179/26/2016

Sample County/Authorizing Report - 1.17
CALPADS Overview, 1/10/20179/26/2016

Sample COE Report CALPADS Overview, 1/10/20179/26/2016

Proposed Cumulative Enrollment Report - 1.21
CALPADS Overview, 1/10/20179/26/2016

Proposed Student Absenteeism – Count - 14.1
DRAFT CALPADS Overview, 1/10/20179/26/2016

How CALPADS Data are Used
State Agencies (Data Matches) LCFF and other Funding Eligibility for state and federal grants State and Federal Reporting CALPADS Statewide Assessments Accountability Systems Research LCAP Evaluation Rubrics School Accountability Report Cards Ed-Data Dataquest CALPADS Overview, 1/10/20179/26/2016

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 (current year official enrollment, prior-year Graduates, Dropouts) 0 counts on DataQuest Unduplicated Pupil Count (UPC) for Local Control Funding Formula (LCFF) supplement and concentration grant calculations 0 counts & 0 funding Long-term English Learner calculations School Accountability Report Card (SARC) No SARC pre-population Department of Finance for budget projections 0 counts To respond to lawsuit and audits To address requests from policy makers, researchers, and other entities CALPADS Overview, 1/10/20179/26/2016

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 Consolidated State Performance Report (CSPR) 0 counts Title III Limited English Proficiency Program 0 counts & 0 funding 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 Both Eligibility to apply for various state and federal grants (especially those based on counts of economically disadvantaged students) 0 counts and ineligibility to apply for grants CALPADS Overview, 1/10/20179/26/2016

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) Monitoring for English Language services Increased potential for monitoring Federal Consolidated State Performance Report (CSPR) Quality Education Investment Act (QEIA) funding 0 counts & 0 funding CALPADS Overview, 1/10/20179/26/2016

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 CTE Incentive Grant 0 counts & 0 funding Federal Carl Perkins E-1 Reporting (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 Consolidated State Performance Report (CSPR) EOY-3 DataQuest – Suspension and Expulsion DataQuest – Chronic Absenteeism NCLB Consolidated State Performance Report (CSPR) NCLB Title IX - At Risk/Persistently Dangerous Schools ESEA Title IV, Part A, Subpart 3, Section 4141 (e) - Firearm Offenses Individuals with Disabilities Education Act (IDEA) CALPADS Overview, 1/10/20179/26/2016

How CALPADS Data are Used
Annual Submission State or Federal State/Federal Data Usage LEA Impact if Not Certified Accountability State State Accountability and Continuous Improvement System Data are pulled from the ODS at announced times and used for these purposes School Accountability Report Card (SARC) Federal Calculating the four-year graduation cohort rate used in state and federal accountability Determining which students were continuously enrolled at the school or local educational agency (LEA) Determining which students are English Learners in order to track progress towards English proficiency for accountability purposes. Assessments Registering students for the California Assessment of Student Performance and Progress (CAASPP) Smarter Balanced interim and summative assessments Pre-ID for students taking the Science CAASPP assessments CALPADS Overview, 1/10/20179/26/2016

Accountability and Continuous Improvement System
State Board of Education has adopted the framework for the state’s new State Accountability and Continuous Improvement System Includes multiple measures, many of which are averaged over more than one year Purpose is to drive continuous improvement The new system will meet BOTH state and federal accountability requirements under the Every Student Succeeds Act (ESSA) New state system will be rolled out over time Indicators will be added or enhanced as data becomes available (and reliable) Will include an “equity report” for subgroups CALPADS Overview, 1/10/20179/26/2016

New Accountability System Indicators - Statewide
Accountability and Continuous Improvement System Readiness for college and careers 4-year cohort graduation rates Progress of English learners Suspension rates Smarter Balance scores (ELA & Math) Chronic absenteeism rates (future) EOY 1 plus non-CALPADS data Fall 1 EOY 3 CAASSP EOY 3 (new) CALPADS Overview, 1/10/20179/26/2016

New Accountability System Indicators – Local Data
Accountability and Continuous Improvement System Basic conditions at a school Progress in implementing academic standards Parent engagement School climate CALPADS Overview, 1/10/20179/26/2016

State’s New Accountability System
Each indicator will be displayed as a color Change Status CALPADS Overview, 1/10/20179/26/2016

What are the three biggest obstacles in completing data submissions?
Group Activity What are the three biggest obstacles in completing data submissions? How are CALPADS data used locally? What resources are available to the public to view CALPADS data? CALPADS Overview, 1/10/20179/26/2016

Data Management CALPADS Overview, 1/10/20179/26/2016

Successful Data Management Practices
Build a data management team Build a data reporting calendar Review source data forms Perform periodic data audits Invest in training/support tools Provide annual reviews and updates CALPADS Overview, 1/10/20179/26/2016

Data Privacy Guidebook
CSESSA TTSC CETPA Fagen Friedman & Fulfrost LLP CALPADS Overview, 1/10/20179/26/2016

Privacy Resources CALPADS Overview, 1/10/20179/26/2016 CDE
USDE Privacy Technical Assistance Center CALPADS Overview, 1/10/20179/26/2016

LEA Administrator Responsibilities
Annual review of user responsibilities and rules of behavior outlined in the LEA Administrator application Complying with state and federal privacy laws to protect the confidentiality of data stored in and/or retrieved from CALPADS Disseminating the Rules of Behavior to local users prior to assigning accounts and monitoring for compliance Assigning and maintaining local user access privileges and accounts Annual audit of user accounts Support and train users with CALPADS accounts CALPADS Overview, 1/10/20179/26/2016

Superintendent or Charter School Administrator Responsibilities
Identify and verify qualifications of the LEA CALPADS Administrator Authorize the CALPADS LEA Administrator assignment Establish security policies and procedures with regard to personnel changes Notifying the CALPADS Service Desk of a change in LEA Administrative personnel due to retirement or job change for the superintendent or charter school administrator Assume responsibility and accountability for the actions of the CALPADS LEA Administrator and all local users of CALPADS Exploring the requirement to annual verify rules and responsibilities have been reviewed. CALPADS Overview, 1/10/20179/26/2016

Superintendent or Charter School Administrator Responsibilities (cont)
Contact the CALPADS Service Desk immediately following a breach or unauthorized use of CALPADS In addition to local notifications Ensure LEA reports accurate data and meets certification deadlines If the LEA decides to use a third party vendor as an administrator for CALPADS, the superintendent or charter school administrator must ensure that the vendor(s) complies with AB Any contracts involving student data must contain specific provisions to protect student data privacy CALPADS Overview, 1/10/20179/26/2016

Local CALPADS Users CALPADS user accounts should be restricted to currently employed school, district, or county office personnel or personnel contracted by the LEA with a legitimate business need to input data, or access data in CALPADS CALPADS Overview, 1/10/20179/26/2016

Putting it all together
Data Coordinator Skills Training Backup Other responsibilities Competing priorities Support SIS Users Data Usage Consistent Practices SIS and other systems Ease of use Audit capabilities Systems synchronization Support models Alternative collection models Third-party tools CALPADS Overview, 1/10/20179/26/2016

Putting it all together
Administration Ensure data is kept private, secure and confidential Certify data collections Facilitate data use Analysis Decision-making Data Stewards Coordination and cooperation Responsibilities established Accountability Timely verification of reports Planning Cross-training Data Coordinator Specific data elements Emergencies CALPADS Overview, 1/10/20179/26/2016

Group Activity What practices have been established locally to protect student data privacy? Are any additional actions planned? What local actions can be done prior to each data submission window to prepare and certify with accurate data in four weeks? CALPADS Overview, 1/10/20179/26/2016

Support CALPADS Overview, 1/10/20179/26/2016
Web: Phone: CALPADS Overview, 1/10/20179/26/2016

Key Points CALPADS data are used for funding, accountability, state and federal reporting requirements, research and more CALPADS should be updated throughout the year as students enroll and exit, and information changes Data collections should be reviewed and verified by subject matter experts and must be certified level 2 by final deadline The uses of student data have proliferated as well as the laws designed to protect student data privacy Data management planning, and organizational coordination and collaboration are required for successful reporting CALPADS Overview, 1/10/20179/26/2016

Questions CALPADS Overview, 1/10/20179/26/2016

Lisa Hayes Slymon Ahmed
Contact Information Lisa Hayes Implementation Specialist Slymon Ahmed Field Support Specialist CALPADS Overview, 1/10/20179/26/2016

Copyright © 2017, FCMAT/California School Information Services

Similar presentations

Presentation on theme: "Copyright © 2017, FCMAT/California School Information Services"— Presentation transcript:

Similar presentations

About project

Feedback

Log in

Auth with social network:

Copyright © 2017, FCMAT/California School Information Services

Similar presentations

Presentation on theme: "Copyright © 2017, FCMAT/California School Information Services"— Presentation transcript:

Similar presentations

About project

Feedback