1. Essential 1 CALPADS Data Coordinator Orientation
CALPADS and beyond

2. Who’s Supposed to Be Here
New Data Coordinators
New to Education
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

3. Training Sequence Essential 1: Data Coordinator Orientation
Essential 2: Interface & Administration
Essential 3: Data Submission
Essential 4: Anomalies
Fall 1
Fall 2 Data Population
Fall 2 Reporting and
Certification
EOY 1 & 4
EOY 2 & 3
CALPADS System Changes
Here is a list of all the CALPADS trainings we provide which are available in both self-paced and webinar formats.
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

4. Statewide Education Systems Assessments and Accountability
Agenda
Data Management
Objectives
Statewide Education Systems
Next Steps
Assessments and Accountability
Resources
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

5. Objectives
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

6. Participants will have an understanding of:
Objectives
Participants will have an understanding of:
CALPADS
Data Collections and Workflow
CBEDS-ORA, OPUS-CDS, CARS, CASEMIS
Assessments and Accountability
How systems link
Statewide Education Systems
Key Roles in CALPADS Reporting
Data Management Teams
Data Privacy and Security
Introduction to Data Management
Resources to support reporting and data management
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

7. Statewide Education Systems
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

8. CALPADS CBEDS-ORA OPUS-CDS CARS CASEMIS Statewide Systems
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
Consolidated Application and Reporting System
CARS
California Special Education Management Information System
CASEMIS
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

9. A Foundation for Student Data
Smarter Balanced
Accountability Subgroups
LCFF
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

10. CALPADS California Longitudinal Pupil Achievement Data System
Collects student enrollment, demographic, program participation, course enrollment and completion, discipline, certificated staff, and statewide assessment data
Data are used to track students over time
Fulfill state and federal reporting requirements
Provide information about students and schools to state decision-makers, parents, community and researchers
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

11. 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
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

12. Introduction to CALPADS
10/13/2018
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
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
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

13. CALPADS Submission Process
Upload files
Local Student Information System
Uploaded files processed using Input Validation Rules and compared to CALPADS data
Staging Area
Data extracted from local SIS
Passed Records
Fatal Errors
Warnings
Posted records processed
Operational Data Store
Data Matches
Assessments
Accountability
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

14. CALPADS Submission Process
Upload files
Local Student Information System
Uploaded files processed using Input Validation Rules and compared to CALPADS data
Staging Area
Data extracted from local SIS
Passed Records
Fatal Errors
Warnings
Posted records processed
Operational Data Store
Certification Reports
Fatal Errors
State Reporting Snapshots
Report Review and
2-Level Certification
Warnings
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

15. 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
3.4 NCLB Core Course Section Compliance Count by Content Area
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
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
These are the current CALPADS Data Collections and a high level view of the data collected in each.
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

16. 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
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
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

17. CALPADS Data Collections
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
3.4 NCLB Core Course Section Compliance Count by Content Area
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
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

18. CALPADS Data Collections
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.
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

19. CALPADS Data Collections
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.
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

20. CALPADS Data Collections
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
These are the current CALPADS Data Collections and a high level view of the data collected in each.
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

21. OTHER Required Annual reporting
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

22. CBEDS-ORA
California Basic Educational Data System – Online Reporting Application
Data Reported as of Information Day
1st Wednesday in October
Aggregate Data Reporting including
School Calendars
Educational Options Students
Username and Password Required
Web-based Application
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

23. OPUS-CDS Online Public Update for Schools - County-District-School
Notify CDE of updates to the Public School Directory throughout the year
Contact information
Key personnel
Agency name
School type
Grade span
Username and Password Required
Web-based Application
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

24. Data collected from the CARS are used primarily for:
Consolidated Application and Reporting System
Data collected from the CARS are used primarily for:
Meeting federal categorical program reporting to the U.S. Department of Education’s (ED) EDFacts System;
Providing data to state program staff;
Providing supporting documentation during federal audits and on-site reviews; and
Responding to Public Records Act (PRA) requests
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

25. Collects student-level data of special education students for
CASEMIS
California Special Education Management Information System
Collects student-level data of special education students for
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
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

26. Assessments and Accountability
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

27. Demographic data from CALPADS
Smarter Balanced
Smarter Balanced Assessment Consortium (SBAC)
Multistate consortium developed student assessment system aligned with common core
Designed to measure student progress toward college and career readiness
Digital Assessments
Demographic data from CALPADS
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

28. 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)
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

29. California English Language Development Test (CELDT)
Assessment Programs
California English Language Development Test (CELDT)
Initial assessment for new students with home language other than English to determine English fluency
Annual assessment for English Learners
will become English Language Proficiency Assessment for California (ELPAC) and will include an initial “screener” and an annual “summative” test
California High School Exit Exam (CAHSEE) – Legislation has been proposed to suspend this exam beginning in
California English Language Development Test (CELDT) – will become English Language Proficiency Assessment for California (ELPAC) in and will include an initial “screener” and an annual “summative” test
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

30. Academic Performance Index (API)
Accountability
Academic Performance Index (API)
Measures the academic performance and growth of schools on a variety of academic measures
Adequate Yearly Progress (AYP)
Federal accountability system mandated by the No Child Left Behind (NCLB) which requires each state to ensure that all schools and districts make Adequate Yearly Progress
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

31. Statewide System Linkages
State Agencies
OPUS-CDS
CARS
CASEMIS
Student Information Systems
CALPADS
Statewide Assessments
Accountability Systems
LCAP Evaluation Rubrics
Dataquest
CBEDS-ORA
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

32. Introduction to Data Management
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

33. Key Roles in CALPADS Reporting
CALPADS LEA Administrator
Manage User Accounts
Assign userids 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
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

34. Key Roles in CALPADS Reporting
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
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

35. IDENTIFY SYSTEM OF RECORD DESIGNATE DATA STEWARDS
Information Systems
IDENTIFY SYSTEM OF RECORD
HUMAN
RESOURCES
SPECIAL
EDUCATION
TEACHER INFO
NAME
EXPERIENCE
CREDENTIALS
HR Staff
Special Ed Staff
Disability Codes
IEP Info – Services
Student Name
Gender – Ethnicity
Birth date
STUDENT
SYSTEM
FOOD
SERVICES
School Site Staff
Student Name
Address
Gender - Ethnicity
Birth date
Parent Info
FREE/REDUCED INFO
Food Service Staff
STUDENT NAME
ADDRESS
PARENT INFO
DESIGNATE DATA STEWARDS
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

36. Data Management Team Members
CALPADS LEA Administrator
LEA CALPADS Coordinator
Data Stewards
Data entry staff
Technical staff
Assessment/Accountability staff
Pupil records staff
Leadership staff
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

37. Data Privacy Guidebook
CSESSA TTSC
CETPA
Fagen Friedman & Fulfrost LLP
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

38. 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
Flag students in SIS whose parents have opted out
Schools with grades 11 and 12 must establish procedures to release data to military
Records can be shared without consent under specific circumstances
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

39. Data Security Staff Agreements Passwords Snooping Social Engineering
Form to be reviewed and signed each year
Staff Agreements
Set guidelines for establishing passwords and change frequency
Passwords
Legitimate access but outside scope of responsibilities
Snooping
Techniques used to “trick” people into disclosing confidential info
Social Engineering
Establish written policies, maintain careful records
Data release procedure/protocols
Board can set appropriate access, samples available
Board Policies
Put procedures in place to safeguard confidential information
Faxing
Best practice is to avoid using with personally identifiable information
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

40. Resources
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

41. 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 41
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

42. Resources – System Links
CALPADS
CBEDS-ORA
OPUS-CDS
CASEMIS
CARS
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

43. Resources - Listservs CALPADS
CSIS
CAASP
LCFF
CETPA 43
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

44. CALPADS Student Information System Local Planning What’s Next
Get to know your system
Get documentation
Find out about user groups/listervs
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
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

45. Summary
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, CARS, and CASEMIS are used to report additional information about LEAs
There are three assessment programs in California
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 guides student data privacy
Training and support are available to help with reporting and data management
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

46. Web: http://www2.cde.ca.gov/calpadshelp/default.aspx
Support
Web:
Phone:
Listserv:
Essential 1 - Data Management Coordinator Orientation - May 24, 2016

47. Please complete our survey
Training Evaluation
Please complete our survey
Essential 1 - Data Management Coordinator Orientation - May 24, 2016