1. Copyright © 2015, FCMAT/California School Information Services
CALPADS Overview
Welcome
Introductions
Audience
Refresher – updated to include changes for
Open FAQ
Documentation
October 21, 2015
Copyright © 2015, FCMAT/California School Information Services

2. Agenda CALPADS DATA MANAGEMENT Resources Background Data Components
Submission Processing
15-16 Changes
Required Annual Statewide Data Collections
Reporting Schedule
How Data Are Used
DATA MANAGEMENT
Organizational Best Practices
Key Roles
Planning and Coordination
Resources
System Documentation
Training
Correspondence
CALPADS Overview, 9/1/2015

3. CALPADS Overview
CALPADS Overview, 9/1/2015

4. CALPADS California Longitudinal Pupil Achievement Data System
The foundation of California’s K-12 education data systems
Data are used to track students over time
Collects student enrollment, demographic, program participation, course enrollment and completion, discipline, certificated staff, and statewide assessment data
Fulfill state and federal reporting requirements
Provide information about students and schools to state decision-makers, parents, community and researchers
Accountability, funding, evaluation, research
CALPADS Overview, 9/1/2015

5. 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 - Aug 17, 2015

6. Other CALPADS Data Uploads and Matches
Assessments
Assessment results loaded from Assessment Vendor
Matched to demographic/ enrollment data
Used in reporting and accountability calculations
Direct Certification
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
Design
Assessment results? Status?
Direct certification
PO Boxes
Foster youth
available later this fall
agreements are now in place
Weekly match to identify students
Definition refined for LCFF purposes
CALPADS Overview, 9/1/2015

7. Students who are not in CALPADS will not be able to access tests
CALPADS Data Extracts
Students who are not in CALPADS will not be able to access tests
Specific student-level data elements must be kept up-to-date in CALPADS, especially before and during testing windows
Demographic data is extracted from CALPADS to load into test identification system for Smarter Balanced assessments
During assessment adminstrations
CAASSP program
Enrollments and demographics up-to-date for assessments
CALPADS Overview, 9/1/2015

8. CALPADS Submission 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
Data Matches
Assessments
Accountability
CALPADS Overview, 9/1/2015

9. Changes for
CALPADS Overview, 9/1/2015

10. Accountability Components Health Care Notification Requirement
General
Assessments
Assessment results to be loaded into CALPADS this fall
Accountability Components
College and Career Readiness
Health Care Notification Requirement
Direct Certification Status
CALPADS Overview, 9/1/2015

11. Snapshots available as revisions are made to data
Snapshot Redesign
Processing and Interface Changes
New Submission Statuses
New Certification and Revision Statuses
Certification User Interface revised
Snapshot History revised
Warnings not in effect for
Recommend local verification for high-profile data sets
Prior year snapshot reports will no longer be available after June 2016
Data available via DataQuest
Can archive for local use
Details provided in Fall 1 training
Snapshots available as revisions are made to data
CALPADS Overview, 9/1/2015

12. Submission Changes Fall 1 Fall 2 EOY 1 1.17 Report Change
All foster youth reported as eligible for Free Meals
New Codes
School Completion Status
Fall 2
Submission window moved to late fall - Snapshots will be available Nov
ALL 7-12 Schools required to report departmentalized courses
New codes
Services to Els
Course
Language
Non-classroom based assignment
Course non-standard instructional level
EOY 1
Completers and concentrators reported solely through CALPADS
Perkins Data System (PDS) E1 phased out
New reports to be developed
CALPADS Overview, 9/1/2015

13. 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
Certification Reports
Fatal Errors
State Reporting Snapshots
Report Review and
2-Level Certification
Warnings
CALPADS Overview, 9/1/2015

14. CALPADS Snapshot Collection Windows
Information Day
First Wed in Oct
Initial Deadline
Dec 18, 2015
Final Deadline
Mar 4, 2016
Fall 1
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Submission Window
Amendment Window
Am Window
Fall 2
EOY 1-4
Initial Deadline
TBD
Initial Deadline
Mar 4, 2016
Start of Submission May 23, 2016
Final Deadline
TBD
Final Deadline
Apr 8, 2016
CALPADS Overview, 9/1/2015

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
3.12 Career Technical Education Participants Count Disaggregated
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
EOY 4
6.1 CAHSEE Waivers and Exemptions Count
These are the current CALPADS Data Collections and a high level view of the data collected in each.
CALPADS Overview, 9/1/2015

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.
10/7/15
8/16/15 - 8/15/16
10/2/14 – 10/7/15 16
CALPADS Overview, 9/1/2015

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.
10/7/15
CALPADS Overview, 9/1/2015

18. CALPADS Data Collections
EOY 1
July 1–June 30
3.9 Course Sections Completed Count by Content Area for Departmentalized Courses
3.12 Career Technical Education Participants Count Disaggregated
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.
7/1/15 – 6/30/16
CALPADS Overview, 9/1/2015

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.
7/1/15 – 6/30/16
CALPADS Overview, 9/1/2015

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
These are the current CALPADS Data Collections and a high level view of the data collected in each.
7/1/15 – 6/30/16
CALPADS Overview, 9/1/2015

21. CALPADS Data Collections
EOY 4
July 1–June 30
6.1 CAHSEE Waivers and Exemptions Count
These are the current CALPADS Data Collections and a high level view of the data collected in each.
7/1/15 – 6/30/16
CALPADS Overview, 9/1/2015

22. Sample Fall 1 Certification Report – 1.1
We recommend this is the first report to review for accuracy before moving on to the other 7 aggregate reports. If you enrollment counts are off, then the counts on the other reports will be either under-reported or over-reported.
As you start reviewing the aggregate reports, a great resource is the Data Mapping Guide for Fall 1. It provides where the counts on the reports are pulled from in CP. 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.
CALPADS Overview, 9/1/2015

23. Sample Fall 1 Certification Report – 1.17
Includes students identified as Foster Family Maintenance
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 reported in Foster Family Maintenance does NOT automatically qualified them fro a free meal. This means you will need to qualify them with the Household Application
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 EDA
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.
Supplemental funding counts are based on:
Being identified as FRPM Eligible or
Being classified as English Learners
More detail in Section 14 of the CALPADS User Manual
CALPADS Overview, 9/1/2015

24. How CALPADS Data are Used
Operational Data Store (ODS)
Non-certified data
How CALPADS Data Are Used
Purpose
CA Dept of Finance
Funding and Budget Planning
CA Local Educational Agencies (LEAs)
New Enrollments, program placement
CA Dept of Education
Graduation Cohorts, Accountability, Assessment Subgroups, Federal Reporting
Smarter Balanced
Student Demographics/Subgroups
CA Dept of Social Services
Direct Certification of students eligible for free meals and to identify Foster Youth
CA Dept of Health Services
Direct Certification of students eligible for free meals
Various External Stakeholders
After School programs, and other Miscellaneous Uses
CALPADS Overview, 9/1/2015

25. 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
0 counts and impact on funding
LCFF State Priority Snapshot
Quality Education Investment Act (QEIA) funding
0 counts & 0 funding
Department of Finance for budget projections
To address requests from policy makers, researchers, and other entities
CALPADS Overview, 9/1/2015

26. 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
CALPADS Overview, 9/1/2015

27. 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)
Highly Qualified Teacher (HQT)
0 counts and potential placement on sanction list
CALPADS Overview, 9/1/2015

28. 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
LCFF State Priority Snapshot
Federal
Carl Perkins Program (CTE 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)
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
EOY-4
DataQuest (Waivers and Exemptions)
CALPADS Overview, 9/1/2015

29. 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
Academic Performance Index (API) Base and Growth student groups
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)
CALPADS Overview, 9/1/2015

30. Data Management
CALPADS Overview, 9/1/2015

31. Organizational Best Practices
Successful reporting requires collaboration
Required data crosses the organization
Subject matter expertise is required
Points of failure
Data owners are accountable
Establish a data management calendar
Responsibilities are established
CALPADS Overview, 9/1/2015

32. Key Roles Site Staff Administration LEA Administrator HR
Student Data Entry
Course Data
Discipline
LEA Administrator
User Accounts
Training
Support
Data Coordinator
Analytical Skills
Resources
Program Staff
Data Source
Verification HR
Staff Info
HQT
Administration
Data Verification
Certification
CALPADS Overview, 9/1/2015

33. Staff do not have right skill set
Common Problems
Staff do not have right skill set
Understand local system
Understand data and reporting requirements
Coordination and communication
Analytical troubleshooting
Self-directed
Staff are not trained
Responsibilities and expectations not clearly established
Data collection and entry are an afterthought
Single points of failure
CALPADS Overview, 9/1/2015

34. Resources and Support
CALPADS Overview, 9/1/2015

35. Training Opportunities
Training Options
Training Opportunities
Basic courses
Advanced courses
Self-Paced Training Modules
Q&A
Data Management courses
Vendor Training and User Groups
CALPADS Overview, 9/1/2015

36. CALPADS LCFF FAQs Documentation Calendar Correspondence Flashes FAQs
Resources
CALPADS
Documentation
Calendar
Correspondence
Flashes
FAQs
LCFF FAQs
CALPADS Overview, 9/1/2015

37. CALPADS Documentation
CALPADS File Specifications (CFS)
Two versions
Includes an overview of the CALPADS file formats, an overview of the CALPADS data submission windows, the CALPADS submission calendar, descriptions of the document conventions, and a detailed outline of all CALPADS file formats
CALPADS Code Sets
Code Sets document includes the code set name, coded value, name, and description for each code value in the table
CALPADS Valid Code Combinations
This document shows codes that can only be used in specific combinations in CALPADS
CALPADS Error List
This document contains descriptions for each error generated when submitting data to CALPADS
CALPADS Data Guide
This document provides guidance for LEAS regarding the collection and submission of data for CALPADS
CALPADS User Manual
This document contains detailed instructions on “how to use” CALPADS, including “How to log in,” “How to navigate,” “How to enroll a student,” etc.
CALPADS Overview, 9/1/2015

38. Data are submitted throughout the year as students enroll and exit
Key Points
CALPADS data are used for funding, accountability, state and federal reporting requirements, research and more
Data are submitted throughout the year as students enroll and exit
System changes for – be prepared
Data management planning key to successful reporting
Organizational coordination and collaboration required
Multiple training and support options are available
CALPADS Overview, 9/1/2015

39. Questions
CALPADS Overview, 9/1/2015

40. Lisa Hayes Martha Friedrich
Contact Information
Lisa Hayes
Implementation Specialist
Martha Friedrich
Client Services Officer
CALPADS Overview, 9/1/2015