1. April 2013 CAG, Slide 1 California Department of Education California School Information Services Advisory Group Meeting April 23, 2013 This presentation may be downloaded from: http://csis.fcmat.org//Pages/April2013CAG.aspx

2. April 2013 CAG, Slide 2  Agenda Review  CALPADS Update  CALPADS Support Update  CALPADS Q & A  Next Meeting Agenda

3. April 2013 CAG, Slide 3 CDE Update Randy Bonnell, Administrator Data Reporting Office, CDE

4. April 2013 CAG, Slide 4 CDE Update Topics  CDE Organizational Changes  2012-13 EOY Submissions  Assessments & Accountability Update  2012-13 Amendments  Changes for 13-14 & Beyond  2013-14 Fall Submissions

5. April 2013 CAG, Slide 5 CDE Organizational Changes  Staff changes since the last CAG: Keric Ashley is now the Director of the Analysis, Measurement, and Accountability Reporting Division Cindy Kazanis is now the Director of the Educational Data Management Division Randy Bonnell is now the Administrator of the Data Reporting Office (DRO) under Keric Ashley taking the place of Karl Scheff who has retired Jessica Barr moved from the Assessment Division and is now the Administrator of the CALPADS/CBEDS/CDS (CCCOO) Operations Office  The DRO and CCCOO will continue working closely in the areas of data collection/use, and LEA communication

6. April 2013 CAG, Slide 6 2012-13 EOY Submissions  The dates for the EOY submissions are posted: Window Opens: April 29 Certification Deadline: July 31 End of Amendment Window: September 11  All submissions will be required this year CDE will provide a private preview of EOY 3 – Discipline data for LEAs/IRCs that meet the certification deadline

7. April 2013 CAG, Slide 7 Assessment & Accountability Update  CALPADS Assessment & Accountability (A&A) functionality turned on February 12, 2013  A&A pilot began February 13 with a few LEAs  A&A pilot suspended due to issues with nightly suspension resolution process  2012-13 CAHSEE and CELDT data are currently being loaded  Some A&A defects will be addressed April  CDE plans to restart the A&A pilot in May

8. April 2013 CAG, Slide 8 2012-13 Amendments 2012-13 Fall 2:  Amendment window extended so LEAs could address data quality issues  Fall 2 closed on March 22  Review of Fall 2 data indicates many LEAs addressed data quality issues  Reminder #1: Engage SMEs in data review  Reminder #2: Pay attention to the reports

9. April 2013 CAG, Slide 9 2012-13 Amendments 2012-13 Fall 1:  School-level file for Free and Reduced Price Meal (FRPM) eligibility posted on DataQuest Posted FRPM data are as of February 8, 2013 FRPM data are used for funding and grant eligibility determination (see programs on file detail) CDE considering LEA requests to decertify Fall 1 data on a case-by-case basis Approved LEAs must recertify by May 10, 2013 after which data will be pulled for the final FRPM counts

10. April 2013 CAG, Slide 10 2012-13 Amendments  Not CALPADS data for Provision 2 and 3  Higher of the following percentages applied to CALPADS 2012-13 enrollment data: FRPM from October 2012 claims data submitted to CDE’s Nutrition Services Division (NSD) FRPM certified in the Consolidated Application Reporting System (CARS) in 2011-12 LEAs will not be able to modify the Provision 2 and 3 data in CALPADS or CARS Contact NSD regarding problems Provision data

11. April 2013 CAG, Slide 11 2012-13 Amendments  4-Year Cohort Graduation Rate CDE will provide in April: A school & LEA level graduation data file indicating if schools & LEA met AYP graduation rate criteria A student level file indicating which students are in the cohort and which were counted as graduates CALPADS ODS data will be pulled after June 28 for final calculation of the 2011-12 4 year Cohort Graduation Rate There will be no other correction window for these data

12. April 2013 CAG, Slide 12 2012-13 Amendments  Continuous Enrollment & Demographic Data CALPADS ODS data will be pulled after June 28 to calculate the 2013 Growth API: Enrollment and exit data to determine students who are continuously enrolled Student demographic data to determine subgroups Previously demographic data submitted on the Pre-ID were used for subgroup determination The CDE hopes demographic changes for 2013 Growth API will be done through CALPADS

13. April 2013 CAG, Slide 13 Changes for 2013-14  System Upgrade A major system upgrade will occur in the summer or early fall of 2013 – date still TBD This is a critical upgrade that must be done Will require CALPADS to be down for about a week Targeting a period of low system use Upgrade will include a more robust test environment that will mirror production LEAs will benefit from this new test environment and other enhancements

14. April 2013 CAG, Slide 14 Changes for 2013-14  Spring collection moving to Fall in 2013-14 in order to: Certify FRPM and EL counts on same census day for the anticipated Local Control Funding Formula Immigrant counts will be based on the Fall count Provide additional time to complete Fall 2 Ease the burden for completing Office of Civil Rights (OCR) collection

15. April 2013 CAG, Slide 15 Changes for 2013-14  Transitional Kindergarten (TK) TK participation will be collected through CALPADS with a program record New program code will be effective July 1, 2013 LEAs will certify TK program participation during the year as part of EOY 2 – Program Participation A new filter will be added to Report 1.5– Enrollment by Status – Disaggregated so LEAs can view the number of TK students enrolled during the Fall

16. April 2013 CAG, Slide 16 Changes for 2013-14  CTE Code Changes A number of changes to the Career Technical Education (CTE) pathways and associated courses recently adopted by the State Board of Education Updated Code Set and Valid Code Combinations documents will be released in June 2013 CALPADS changes will be effective July 1, 2013 LEA program staff should review the new pathways and courses to ensure local codes are appropriately mapped

17. April 2013 CAG, Slide 17 Changes for 2013-14  Local Control Funding Formula (LCFF) report The CDE plans to provide a CALPADS report this fall displaying data used as part of the supplemental and concentration portions of the proposed LCFF Specifics of the formula are still being discussed If enacted this year, the 2013-14 Fall 1 data will be used for the LCFF The importance of the FRPM, EL and foster youth counts will increase with the new formula

18. April 2013 CAG, Slide 18 Changes for 2013-14  Note: The current LEA level Student Poverty and English Learner Designation file posted on DataQuest is for informational purposes  http://www.cde.ca.gov/ds/sd/sd/filesspel.asp http://www.cde.ca.gov/ds/sd/sd/filesspel.asp  These data will not be used as part of a funding formula

19. April 2013 CAG, Slide 19 Changes for 2013-14  4 Year Cohort Graduation Report The CDE is working on developing a new cohort report that will allow LEAs to view their 4 year cohort graduation data within CALPADS Availability is still TBD The CDE will report on the status of this development at the next CAG

20. April 2013 CAG, Slide 20 Changes for 2013-14 and Beyond  View Only Screen Module The CDE still plans to implement a view only screen module The widely requested view only screens will make it easier for users, especially at the site level, to view data on students The CDE will be working during 2013-14 to make this module available in 2014-15

21. April 2013 CAG, Slide 21 2013-14 Submission Dates Tentative 2013-14 Submission Dates:  Fall 1 Window Opens: October 2, 2013 Certification Deadline: December 13, 2013 Preview of Fall 1 Date: January 22, 2014 End of Amendment Window: February 7, 2014

22. April 2013 CAG, Slide 22 2013-14 Submission Dates  Fall 2 Window Opens: October 2, 2013 Certification Deadline: February 21, 2014 CDE will review the quality of the Fall 2 data after the certification deadline End of Amendment Window: March 28, 2014

23. April 2013 CAG, Slide 23 2013-14 Submission Dates  End of Year Window Opens: April 28, 2014 Certification Deadline: July 18, 2014 Preview of Discipline Data: TBD End of Amendment Window: September 12, 2014

24. April 2013 CAG, Slide 24 CALPADS Support Update Angela Ratty Services Architect, FCMAT/CSIS

25. April 2013 CAG, Slide 25 CALPADS Support Update Topics  Submission Statistics  New / Revised Functionality  EOY Preparations  4 Year Cohort Data  Support Tips

26. April 2013 CAG, Slide 26 Submission Statistics Deadlines Met SubmissionCertification Deadline Amendment Deadline Fall 194.4%99.6% Fall 268.3%99.1% Spring 192.2%99.8%

27. April 2013 CAG, Slide 27

28. April 2013 CAG, Slide 28 New / Revised Functionality  County/Authorizing LEA reports Aggregate (not student level) New Roles  Certification Error Reports  Two certification level buttons  Include one or many schools in extracts  New extract for SSIDs obtained online  EOY 2 – No longer collect Juvenile Justice Title I Part D programs  Enrollment Status 30 (short-term) no longer considered a Lost Transfer anomaly

29. April 2013 CAG, Slide 29 New / Revised Functionality  Validation Rules: SINF0255 warning about invalid ELA status code changes SASS0256 fatal error for duplicate staff assignments SINF0259 warning when overwriting a prior homeless Primary Residence Category Code

30. April 2013 CAG, Slide 30 EOY Preparations Snapshot starts April 29 Certification deadline July 31 Amendment window September 11 CALPADS Calendar: http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp

31. April 2013 CAG, Slide 31 EOY 2 – Program Participation EOY Preparations Count of homeless students and students participating in programs All LEAs must certify EOY 2 Count of homeless students and students participating in programs All LEAs must certify EOY 2 Code(s)ProgramType 122 /174Title I Part AFederal 113California Partnership AcademyState 162Pregnant or Parenting (formerly Cal-SAFE)State 180CAHSEE Intensive InstructionState 108Opportunity ProgramState 101504 Accommodation Plan (eligible or participating) State

32. April 2013 CAG, Slide 32 EOY Preparations EOY 2 – Program Participation Update Enrollment for all students through last day of school Verify Primary Residence field populated in local SIS Post Student Demographics (SINF) for students enrolled after 03/01/2013 Post SPRG file

33. April 2013 CAG, Slide 33 EOY Preparations  EOY 3 – Discipline Report the final disciplinary action taken For non-special education students, suspensions and expulsions that are one full day or more must be reported. For special education students, all incidents must be reported. Count of incidents and disciplinary actions All LEAs must certify EOY 3 Count of incidents and disciplinary actions All LEAs must certify EOY 3

34. April 2013 CAG, Slide 34 EOY Preparations  EOY 3 – Discipline Maintain discipline locally as incidents occur Assign “Incident IDs” to discipline incidents (unique within each school) SDIS is a full replacement file (by school and Academic Year) New: Discipline data will be posted to DataQuest; include local data stewards in review of reports prior to certification

35. April 2013 CAG, Slide 35 EOY Preparations  EOY 1-Course Completion Count of completed courses & CTE students Only LEAs with grades 7-12 departmentalized courses are required to certify Count of completed courses & CTE students Only LEAs with grades 7-12 departmentalized courses are required to certify CTE: Non-Concentrators: Primary, secondary, or short term enrollments Concentrators or Completers: Primary enrollments CTE: Non-Concentrators: Primary, secondary, or short term enrollments Concentrators or Completers: Primary enrollments

36. April 2013 CAG, Slide 36 EOY Preparations  EOY 1-Course Completion Post SDEM for new staff since 10/3/12 Post SENR for enrollments 7/1/12 thru 6/30/13 Post SINF updates through 6/30/13 Post CRSC for the Academic Year (AY) Post SCSC for course completion in AY Student Credits Attempted Student Credits Earned Student Course Final Grade Marking Period Post SCTE for CTE Pathway elements

37. April 2013 CAG, Slide 37 EOY Preparations  EOY 4 – Waivers and Exemptions Count of waivers and exemptions Only LEAs with students in grades 10- 12 are required to certify Count of waivers and exemptions Only LEAs with students in grades 10- 12 are required to certify WAIVER: Allows a student to pass the CAHSEE with a modified score and accommodations EXEMPTION: Indicates that a student is required to take the CAHSEE, but not required to pass

38. April 2013 CAG, Slide 38 Cohort Data  4 Year Cohort Data Forms the basis for calculating graduation and dropout rates. The cohort is the group of students that could potentially graduate during a 4-year time period (grade 9 through grade 12).  4 Year Cohort Graduation Rate: # of cohort members who earned a regular high school diploma by the end of year 4 in the cohort # of first-time grade 9 students in year 1 (starting cohort) plus students who transfer in, minus students who transfer out, emigrate, or die during school years 1, 2, 3, and 4 # of cohort members who earned a regular high school diploma by the end of year 4 in the cohort # of first-time grade 9 students in year 1 (starting cohort) plus students who transfer in, minus students who transfer out, emigrate, or die during school years 1, 2, 3, and 4

39. April 2013 CAG, Slide 39 Cohort Data  Initial 9 th Grade Entry Year (2.47) data element is no longer used  Grade level record and Effective Date are used to determine Cohort assignments  “Early Completers” stay in the original cohort and contribute to the graduation rate  “Late Completers” (aka 5 th year graduates) stay in the original cohort  Cohort Rules: http://data1.cde.ca.gov/dataquest/cohortrates/Coh ortOutcomeDefinitions2012_4_30.doc

40. April 2013 CAG, Slide 40 Support Tips  Expedite Support Response Time Reference Known Issues Advise site users to contact LEA Admin Configure Security Questions Use email or web form Include Job ID, SSID, SEID, Error Number

41. April 2013 CAG, Slide 41 Support Tips  Help Yourself First Reference key documents before contacting support: Quick Reference Guides (Help function of CALPADS) System documentation on CDE website: http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp Check the Upcoming Events on the main CALPADS portal Subscribe to the CALPADS one-way listserv Attend Training or Use Self Paced Trainings Attend Q & As October 2012 CAG, Slide 41

42. April 2013 CAG, Slide 42  Training Opportunities http://csis.fcmat.org/Pages/Trainings.aspx http://csis.fcmat.org/Pages/Self-Paced- Training.aspxhttp://csis.fcmat.org/Pages/Self-Paced- Training.aspx Basic courses Advanced courses Self-Paced Training Modules  Create a CSIS/FCMAT account to register for training  WebEx is being replaced by Lync Support Tips

43. April 2013 CAG, Slide 43 Support Tips  Resources Release Updates and Known Issues Error List Flash Updates Data Guide Self-Paced Training Modules Glossary (User Guide) FAQs

44. April 2013 CAG, Slide 44 CALPADS Q&A Facilitated by: Nancy Sullivan Chief Operations Officer, FCMAT/CSIS

45. April 2013 CAG, Slide 45 Next Meeting Nancy Sullivan Chief Operations Officer, FCMAT/CSIS

46. April 2013 CAG, Slide 46 October 15, 2013 from 9:30 – 12:00 Next Meeting  Video Conference from Sacramento Remote locations throughout the state Registration available by August 15 th  Please provide feedback on 2 vs. 3 CAGs