1. CALPADS End of Year Reporting Preparation
April 2018

2. Reminders of the options for training, tips and tools
Objectives
Review activities that can be done in advance of End of Year reporting to better prepare to meet timelines and ensure accurate reporting
Planning for the tasks needed to be accomplished, identifying who will verify reports, and who will be certifying, for each of the EOY collections
Identifying key dates to build reporting calendars within local timelines and constraints
Reminders of the options for training, tips and tools
Review of how EOY Data are Used
EOY Data used in the CA School Dashboard
EOY Reporting Preparation

3. CALPADS EOY Prep
EOY Reporting Preparation

4. General Preparation
Keep CALPADS up-to-date (Enrollments, demographics, programs, ELAS)
Check with your vendor for system updates and processing recommendations
Coordinate with school sites to update discipline and program data
Attend EOY training
Run audits of data to check for all required elements
Use ODS reports for preliminary counts
Identify who will review and verify EOY submission data
Create a schedule for data submission, reviews and certification
Account for school closures and staff vacations
Coordinate with SELPA
EOY Reporting Preparation

5. Reporting Timelines EOY Snapshots available - May 14
EOY Initial Deadline - July 31
EOY Amendment Window – August 1 – 24
4-Year Cohort Adjustments Deadline mid-September S M T W F
May 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
June 1 2 3 4 5 6 7 8 9 10 11 12
July
August
SEPTEMBER
EOY Reporting Preparation

6. Participants EOY 1 EOY 2 EOY 3
Crs
Staff
CTE
Pgm
Disc
STAS
Cuml Enrol
School Type
Traditional (non-educational options schools) Y
District Level Programs (Independent Study and Home Hospital Programs) P
County Community
District Community Day
Youth Authority Schools (currently called Division of Juvenile Justice)
Juvenile Court Schools
Continuation High Schools
Opportunity
Alternative Schools of Choice
State Special Schools
Home and Hospital Schools(5)
Special Education Consortium
Y(1)
Special Education
Non-Public School Group ( ) (2) N
ROP/ROC(4)
EOY Reporting Preparation

7. EOY 2 – Program Participation
Required for ALL LEAs
If no programs offered or students participating in programs
Certify with 0 counts √
Task
Notes
Make sure all program records are updated in SIS
Identify who will review and verify program counts
Title I, Homeless coordinator
Coordinate with school sites to update program data
Verify Title 1 Status for schools in CARS (Targeted or School-wide)
Must be updated by 6/30/2018
Update CALPADS with program participation (SPRG) for:
Code 108 – Opportunity Program
Code 113 – California Partnership Academy
Code 162 – Pregnant or Parenting Programs
Code 192 – Military Families
Code 185 – Transitional Kindergarten
Code 101 – 504 Accommodation Plan
Code 122 – NCLB Title I Part A Basic Targeted
Code 174 – NCLB Title I Part A Neglected
Code 191 – Homeless (includes infants, toddler, and pre-K)
Report students who would be eligible
EOY Reporting Preparation

8. EOY 2 Report Verification
Description
Reviewer(s)
Availability
5.1 Program Participants Count
Count of all students who participated (or were eligible) for the identified programs, at any time during the Reporting Year
5.4 Homeless Students Enrolled Unduplicated Count by School
A summary of students reported as homeless any time during the Reporting Year
EOY Reporting Preparation

9. EOY 3 – Discipline and Absenteeism
Required for ALL LEAs √
Task
Notes
Coordinate with school sites to update discipline data
Run audits of data to check for all required elements
Identify who will review and verify discipline and absenteeism reports
Special Ed, SELPA, Attendance Accounting staff
Counselors
Update CALPADS with discipline data (SDIS)
Update CALPADS with attendance data (STAS)
Full replacement files – okay to upload multiple times
EOY Reporting Preparation

10. EOY 3 Report Verification - Discipline
Description
Reviewer(s)
Availability
7.1 Discipline Incidents Count by Most Severe Offense
Total number of Discipline Incidents by Most Severe Offense, committed by students at any time during the Reporting Year.
7.3 Disciplinary Actions Count
Reports the disciplinary actions taken.
7.4 Discipline Actions Count by Offense
Reports the disciplinary actions resulting from each offense.
7.6 Discipline Actions Persistently Dangerous Offense Expulsions
Reports counts of expulsions for specific Education Code violations and indicates whether a school is an At-Risk School.
7.7 Discipline Removals for Students with Disabilities – Count
Reports the number of removals for students with disabilities by primary disability and type of removal.
SELPA
7.8 Unilateral Removals for Students with Disabilities – Count
Reports the number of unilateral removals for students with disabilities by primary disability and type of removal.
EOY Reporting Preparation

11. EOY 3 Report Verification - Absenteeism
Description
Reviewer(s)
Availability
1.21 Cumulative Enrollment - Count
Counts of all students enrolled during the school year.
14.1 Student Absenteeism - Count
Counts of all students enrolled during the school year by absentee rates.
EOY Reporting Preparation

12. EOY 1 – Course Completion and CTE
Required for schools with students in Grades 7-12 in Departmentalized settings
Collects all courses completed during the school year
High school classes need A-G courses tagged
Elementary only or self-contained only
Certify with 0 counts
County Office √
Task
Notes
Use Supporting Report Expected Schools Information Report 1.0a to determine which schools must report EOY 1
Submit and Post Staff Demographics (SDEM)
Submit and Post Course Section Completion (CRSC)
Submit and Post Student Course Section Completion (SCSC)
For Schools with CTE programs
Update CALPADS with CTE data (SCTE)
EOY Reporting Preparation

13. EOY 1 Report Verification
Description
Reviewer(s)
Availability
3.9 Course Sections Completed Count by Content Area for Departmentalized Courses
The number of course sections within content area for the academic year by school.
3.14 Career Technical Education Concentrators and Completers Count by Pathway
The total number of CTE Concentrators and completers by Pathway and core indicators.
3.17 Career Technical Education Non-Concentrators – Count by Industry Sector
The total number of non-concentrators by Industry Sector and core indicators.
EOY Reporting Preparation

14. EOY 1 Report Verification
Description
Reviewer(s)
Availability
3.9 Course Sections Completed Count by Content Area for Departmentalized Courses
The number of course sections within content area for the academic year by school.
3.14 Career Technical Education Concentrators and Completers Count by Pathway
The total number of CTE Concentrators and completers by Pathway and core indicators.
3.17 Career Technical Education Non-Concentrators – Count by Industry Sector
The total number of non-concentrators by Industry Sector and core indicators.
EOY Reporting Preparation

15. EOY Exits Required for ALL LEAs √ Task Notes
Update exit status for all students in SIS
Continuing students, matriculating, graduates, other
Submit SENR to exit ALL students
Use Data Guide Appendix C for descriptions and use of Exit and School Completion Status codes
For schools with high school graduates
Use cohort report to verify graduates are reported accurately
Identify students completing a-g requirements, Golden State Merit Seal diploma, Seal of Biliteracy
EOY Reporting Preparation

16. CAASPP/CALPADS Reminders
To avoid data issues :
Keep CALPADS up-to-date with student demographic and program data
During the testing window, LEAs should review subgroup data available in TOMS in the LEA-level Student Demographics Report and correct any data prior to the end of their testing window
Enroll and exit students in CALPADS on a timely basis
Avoid retroactive updates of student exits - in particular, be sure to exit before the testing window opens, any students who leave before the testing window opens
Wait until testing window closes to “pre-exit” students

17. CAASPP/CALPADS Reminders
Retroactive updates of exits causes confusion
EXAMPLE
A student exits on 4/18/17 prior to the 5/1/17 opening of the LEA’s testing window
On 5/2/17, the LEA exits the student from CALPADS with a 4/18/17 exit date
Since the student was exited from CALPADS after the testing window opened on 5/1/17 the student was included in the CALPADS to TOMS file and therefore a testing registration was created
The student will continue to be in the Completion Status Report for the remainder of the testing window
The student is counted as “not tested” on the public reporting site, which is misinterpreted as the participation rate
While the CDE screens such students out when the official participation rate is calculated, LEAs are confused when they receive Student Score Reports for such students
EOY Reporting Preparation

18. EOY Training EOY Submission Overview and Changes for Experienced Users
Review of all EOY (1-3) submissions. Geared towards experienced CALPADS who have previous experience with EOY reporting
Course focuses on changes and most frequent support topics. Webinar sessions available late April – early May
End of Year (EOY) 2 and 3 - Reporting and Certification
This course provides detailed instructions for EOY 2 and EOY 3 Reporting and Certification. It also covers certification errors, how to use the CALPADS documentation for troubleshooting and error resolution, and common problems with EOY 2 and 3. Webinar sessions available throughout May
End of Year (EOY) 1 Reporting and Certification
This course provides detailed instructions for EOY 1 Reporting and Certification. It also covers certification errors, how to use the CALPADS documentation for troubleshooting and error resolution, and common problems with EOY 1.
Webinar sessions available mid-May – early June
CALPADS Four Year Adjusted Cohort Processing and Reporting
Prepare participants to use the new cohort reports and verify the accuracy of the cohort groupings.  The business rules will be explained including cohort inclusions, cohort outcomes, and cohort report processing window. Webinar sessions planned for April - May
EOY Reporting Preparation

19. EOY Training Training Participants Scheduled
EOY Submission Overview and Changes for Experienced Users
End of Year (EOY) 2 and 3 - Reporting and Certification
End of Year (EOY) 1 Reporting and Certification
CALPADS Four Year Adjusted Cohort Processing and Reporting
EOY Reporting Preparation

20. Certified Aggregate Reports
Tools
Local SIS Audits
Use built-in tools, queries to ensure all data elements collected
Other processes (e.g. UC/CSU calculations)
Certified Aggregate Reports
Check Expected Schools report
Review EOY reports
Familiarize with data counts and check for reasonability with regard to reporting
ODS Reports
Review preliminary counts for
Cohort Report
Identify students completing a-g requirements, Golden State Merit Seal diploma, Seal of Biliteracy
EOY Reporting Preparation

21. How CALPADS Data Are Used
Certified Data
Annual Submission
State or Federal
State/Federal Data Usage
LEA Impact if Not Certified
EOY-1:
Course completion
Career Technical Education (CTE) concentrators and completers
State
DataQuest - Course Completion, Career Technical Education (CTE)
0 counts
CTE Incentive Grant
0 counts & 0 funding
California School Dashboard – College/Career Indicator
Potential Orange Indicator
Federal
Carl Perkins E-1 Reporting (CTE Participants, Concentrators and Completers)
0 counts & grant eligibility
EOY-2:
Program participation
Homeless an TK enrolled counts
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:
Student discipline
Cumulative enrollment
Chronic absenteeism
DataQuest – Suspension and Expulsion
DataQuest – Chronic Absenteeism
DataQuest – Cumulative Enrollment
0 Counts and impacts suspension and chronic absenteeism rates
California School Dashboard – Suspension and Chronic Absenteeism Indicators
Potential RED Indicator
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
EOY Reporting Preparation

22. Data in the Fall 2018 Dashboard
Indicator
Data Source
Year of Data Source
Chronic Absenteeism
CALPADS EOY 3
Chronic Absenteeism, Cumulative Enrollment
and
Suspension Rate
Suspension, Cumulative Enrollment
English Learner Progress Indicator (ELPI)
ELPAC end of year data file
No performance indicator in 2018
Will likely report the number of students in each of the ELPAC performance levels based on the 2018 ELPAC Summative Assessment data
Graduation Rate Indicator
CALPADS ODS
Class of 2018 (status)
Class of 2017 (to calculate change)
(Both based on new rules)
Academic Indicator
Smarter Balanced Results (3–8)
CALPADS Demographics
2018 Smarter Balanced Assessments
2017 Smarter Balanced Assessments
College/Career Indicator (CCI)
CALPADS EOY 1 (Course, CTE)
CALPADS ODS (cohort, a-g indicator, Golden State Seal Merit Diploma, State Seal of Biliteracy)
AP, IB Results
Smarter Balanced Results (11)
Class of 2018, Graduate Cohort (status)
Class of 2017, Graduate Cohort (to calculate change)
EOY Reporting Preparation

23. Data Sources in the Fall 2018 Dashboard
Indicator
Data Collection
CALPADS Reports
Chronic Absenteeism
EOY 3
14.1 -> 14.2
Suspension Rate
7.3 -> 7.5
1.21 -> 8.1
English Learner Progress
ELPAC results
CALPADS ODS
Graduation Rate
Four-Year Adjusted Graduate
Cohort Report
Academic: Grades 3–8
Smarter Balanced
Subgroups: CALPADS ODS
College/Career
(No performance level or color)
EOY 1
3.10 -> 3.11
3.14->3.15
Source: California School Dashboard Technical Guide School Year
EOY Reporting Preparation

24. Graduate Completion Codes
Description
100
Graduated, standard high school diploma
330
Passed CHSPE (and no standard high school diploma)
Graduate counts do not include students who earned a Special Education certificate of completion, Adult Education high school diploma* (rule change), or a high school equivalency certificate (General Educational Development (GED), High School Equivalency Test (HiSET0, and Test Assessing Secondary Completion (TASC))
* If diploma meets the definition of a regular high school diploma, use code 100
EOY Reporting Preparation

25. College/Career Indicator
Graduates must complete at least one of the measures in the prepared level:
Measure
Source
CTE Pathway Completion
ODS - collected after EOY
Grade 11 CAASPP in ELA and Math
Testing Vendor
Advance Placement Exams
College Board
International Baccalaureate Exams IB
Dual Enrollment
A-G Completion
Cohort Report
Proposed for 2018 Dashboard
Articulated CTE Courses
ODS – collected after EOY
State Seal of Biliteracy
Golden State Seal Merit Diploma
Only measures collected statewide at the individual level are included
"AP Computer Science A" and "AP Computer Science Principles" are also Capstone courses for CTE.
There is no way to accommodate AP and CTE.  You have to choose one option.  One option is to report the AP course in Fall2 and then change the course code to report Capstone for EOY 1
EOY Reporting Preparation

26. Staff schedules/availability
Notes
Last day of school
Program participation, attendance data, discipline incidents available
When will grades be finalized for course completion
Staff schedules/availability
Build reporting calendar to ensure reports can be verified in timely manner
Coordinate with SELPA on review process
When will Certifiers be available
Debrief notes
Tackle problem areas early
EOY Reporting Preparation

27. Reporting Timelines EOY Snapshots available - May 14
EOY Initial Deadline - July 31
EOY Amendment Window – August 1 – 24
4-Year Cohort Adjustments Deadline mid-September S M T W F
May 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
June 1 2 3 4 5 6 7 8 9 10 11 12
July
August
SEPTEMBER
Elementary – no departmentalized courses
Last Day of school 6/7
Site staff last day 6/15
District office staff last day 6/29
All schools and most of the district office closed month of July
EOY Reporting Preparation

28. Reporting Timelines EOY Snapshots available - May 14
EOY Initial Deadline - July 31
EOY Amendment Window – August 1 – 24
4-Year Cohort Adjustments Deadline mid-September S M T W F
May 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
June 1 2 3 4 5 6 7 8 9 10 11 12
July
August
SEPTEMBER
High schools
Last Day of school 6/7
Site staff last day 6/15
Family vacation planned for July 22 – Aug 4th
Site and district office staff available off and on during July through mid-August
EOY Reporting Preparation

29. CALPADS Update FLASH #135 (Dated 08-Mar-2018)
Communications
CALPADS Update FLASH #135 (Dated 08-Mar-2018)
4-year graduation cohort process: new process for using CALPADS data for 4-year grad cohort; key process changes.
CALPADS Update FLASH #134 (Dated 24-Jan-2018)
Updated guidance re: N470 exit code; changes to fields/code definitions; new EOY cert. rule; CTE data & E-2 reporting.
CALPADS Update FLASH #133 (Dated 20-Nov-2017)
Update to data collected on military families.
EOY Reporting Preparation

30. CALPADS EOY FAQs Resources CALPADS Reporting Calendar
CALPADS System Documentation
CALPADS Data Guide Appendix C
Guidance on the use on Student Exit Reasons and School Completion Status
CALPADS EOY FAQs
California School Dashboard Technical Guide 2017–18 School Year
CSIS Training
EOY Reporting Preparation

31. Questions 31
EOY Reporting Preparation 31