1. New Data Coordinator Training K-12 Educational Data Management Overview Copyright © 2010, FCMAT/California School Information Services July 1, 2012

2. Agenda Purpose and Objectives IntroductionsStatewide Education Data Systems Required Annual Reporting Best Practices Resources and Support Data Management - Roadmap for the School Year, v2, 20120801 2

3. Objectives CALPADS, CBEDS-ORA, OPUS-CDS, Assessments and Accountability, CSIS, FCMAT Required reporting and how the data are used Consequences for not certifying CALPADS data Statewide Education Systems and Services Data Management Teams Data Security Best Practices Resources available to support reporting and data management Data Management - Roadmap for the School Year, v2, 20120801 3 Participants will have an understanding of:

4. Data Management - Roadmap for the School Year, v2, 20120801 4 Introductions Name Local Educational Agency Title/Job Responsibilities Special Populations Reason for attending

5. Data Management - Roadmap for the School Year, v2, 20120801 5 Statewide Education Systems and Services 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 Reporting (CARS) California School Information Services (CSIS) Fiscal Crisis and Management Assistance Team (FCMAT) Statewide Assessments and Accountability Systems OnTrackCA Project

6. Data Management - Roadmap for the School Year, v2, 20120801 6 California Longitudinal Pupil Achievement Data System  The foundation of California’s K-12 education data system  Implemented Fall 2009  Includes student demographic, program participation, enrollment, course enrollment and completion, discipline, certificated staff, and statewide assessment data http://www.cde.ca.gov/ds/sp/cl/ CALPADS

7. Data Management - Roadmap for the School Year, v2, 20120801 7 CALPADS Collects the data needed for federal NCLB and state reporting requirements Tool for evaluating educational progress and investments over time Establishes a means of maintaining longitudinal statewide pupil level data Immediate access to information reported by previous LEAs on transferring students http://www.cde.ca.gov/ds/sp/cl/index.asp

8. Data Management - Roadmap for the School Year, v2, 20120801 8 CBEDS-ORA California Basic Education Data System – Online Reporting Application (CBEDS-ORA)  A web-based application to collect LEA:  Contact Information  Institution information  Address information  Student Educational Options  Education Calendar  School Status  Classified Staff Information http://www.cde.ca.gov/ds/sd/cb/opuscbeds.asp

9. OPUS-CDS Online Public Update for Schools-County- District-School  Web-based application used by authorized coordinators to notify the CDE of updates to the Public School Directory  Replaces the process of LEAs submitting updates on paper forms  Not all school and/or LEA information can be updated using the OPUS-CDS application http://www.cde.ca.gov/ds/si/ds/opuscds.asp Data Management - Roadmap for the School Year, v2, 20120801 9

10. CARS Consolidated Application and Reporting System (CARS)  Web-based data collection system to apply for Categorical Program Funding and to report on the use of those funds  Student enrollments and NSLP counts for students ages 5-17 are transferred from CALPADS to CARS  CARS counts may not match CALPADS counts due to age restriction and/or certification date Data Management - Roadmap for the School Year, v2, 20120801 10

11. Data Management - Roadmap for the School Year, v2, 20120801 11 CSIS California School Information Services http://csis.fcmat.org CALPADS Training and Support Training for LEAs and help desk support Eligibility in the Local Context (ELC) Transcript service for 11 th grade students who may be eligible for admission to a University of California campus Address Validation A free service to correct and standardize addresses that do not comply with U.S. postal mailing standards or identifies errors when automatic correction is not possible OnTrackCA A free service to assist schools with dropout prevention Facilitate local implementation Training and support

12. Data Management - Roadmap for the School Year, v2, 20120801 12 FCMAT Fiscal Crisis and Management Assistance Team supports LEAs fulfill their financial and management responsibilities by providing: Fiscal oversight and assistance Management assistance by request Training and other related school business services Charter school workshops

13. Local Systems (SIS) CommunityCALPADSFeds Data Management - Roadmap for the School Year, v2, 20120801 13 Relationship of Education Data

14. Data Management - Roadmap for the School Year, v2, 20120801 14 CALPADS Statewide Assessments OPUS- CDS CBEDS- ORA CASEMIS CARS Statewide Education Systems

15. Statewide Identifiers Statewide Student Identifier (SSID) Statewide Educator Identifier (SEID) Requested through CALPADS All local education agencies are required to assign and maintain SSIDs for enrolled students Follows student throughout K-12 for more accurate reporting of enrollment, dropout, graduation rates Issued by the CCTC Required for all educators working in the K-12 public schools in a position that requires a credential or authorization LEAs work with their County Offices of Education to obtain SEIDs Data Management - Roadmap for the School Year, v2, 20120801 Unique, 10-digit, randomly generated, non-personally-identifiable number 15

16. Data Management - Roadmap for the School Year, v2, 20120801 16 Best Practices for SSIDs  Requesting SSIDs  Take care when requesting new SSIDs or choosing/using existing SSID  Maintenance of SSIDs  Data should be updated in accordance with student mobility rates  Data should be updated as changes occur (ELAS status, Program eligibility/participation, etc.)  Adopt strategies to prevent anomalies

17. Data Management - Roadmap for the School Year, v2, 20120801 17 How the Identifiers Link Data Student Info System CALPADS HR System SSID SEID County Office County Office SEID CTC SEID Assessments CASEMIS

18. Data Management - Roadmap for the School Year, v2, 20120801 18 Statewide Assessments Standardized Testing and Reporting (STAR) Results are used for student and school accountability purposes California English Language Development Test (CELDT) Required state test for English language proficiency California High School Exit Examination (CAHSEE) All public school students are required to pass to earn a high school diploma

19. Data Management - Roadmap for the School Year, v2, 20120801 19 Accountability Systems Academic Performance Index (API)  School academic performance and growth measure  Based on results of CST’s and CAHSEE Adequate Yearly Progress (AYP)  Required of all LEAs and schools  AYP calculations include percent proficient performance on:  STAR  API growth  Graduation rates (high schools only)

20. Data Management - Roadmap for the School Year, v2, 20120801 20 Accountability Systems School Accountability Report Card (SARC)  Required for all schools  Required components  Available at no cost via Ed-Data system Alternative Schools Accountability Model (ASAM)  Voluntary reporting system for alternative schools serving high-risk pupils  LEA reports three indicators of performance for each eligible school  Due at end of the school year

21. Data Management - Roadmap for the School Year, v2, 20120801 21 Student System (SIS) School Site Data Entry STATE CALPADS LEA AYP COMMUNITY API CELDT CAHSEE STAR Pre-ID for State Assessments Academic Performance Index (API) Adequate Yearly Progress (AYP) Program Improvement DATAQUEST TESTING VENDORS

22. REQUIRED ANNUAL REPORTING Data Management - Roadmap for the School Year, v2, 20120801 22

23. CALPADS Data Collections Fall 1 Enrollment as of Info Day CompletersDropouts Title III Eligible Immigrants English Learners Fall 2 Course Enrollment as of Info Day Certificated Staff Assignments Spring 1 English Learners Title III Eligible Immigrants EOY 1 7-12 Course Completions Career Tech Ed Data EOY 2 Program Participation Homeless Counts EOY 3 Discipline EOY 4 CAHSEE Waivers and Exemptions Data Management - Roadmap for the School Year, v2, 20120801 23

24. CALPADS Fall 1 Info Day 1 st Wed in Oct Data UsageNot Certified State DataQuest (Enrollment, Graduates, Dropouts, and SNOR)0 counts School Accountability Report Card (SARC) No SARC prepopulation Economic Impact Aid (EIA) funding calculation 0 counts & 0 funding for COEs operating Juvenile Court schools and EIA-designated small rural districts Quality Education Investment Act (QEIA) funding 0 counts & 0 funding Department of Finance for budget projections 0 counts To address requests from policy makers, researchers, and other entities 0 counts Data Management - Roadmap for the School Year, v2, 20120801 24

25. CALPADS Fall 1 Info Day 1 st Wed in Oct Data UsageNot Certified Federal Adequate Yearly Progress (AYP) targets Failed AYP & API NCLB Consolidated State Performance Report (CSPR) 0 counts Title I and Title II 0 counts & 0 funding for COEs and Direct Funded Charter schools NCLB Title III Immigrant Program (SNOR) 0 counts & 0 funding Titles VI & IX reports for the Civil Rights Act of 1964 0 counts Individuals with Disabilities Education Act (IDEA) 0 counts Various U.S. Department of Education (ED) organizational websites 0 counts 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 Data Management - Roadmap for the School Year, v2, 20120801 25

26. CALPADS Fall 2 Info Day 1 st Wed in Oct Data UsageNot Certified State DataQuest (Teacher Counts and Course Enrollments) 0 counts CCR Title V, Section 97 (certificated staff) 0 counts EL Services 0 counts Federal NCLB Consolidated State Performance Report (CSPR) 0 counts Highly Qualified Teacher (HQT) 0 counts Data Management - Roadmap for the School Year, v2, 20120801 26

27. CALPADS Spring 1 Info Day March 1st Data UsageNot Certified State DataQuest (EL and FEP Counts, and SNOR) 0 counts Economic Impact Aid (EIA) Program 0 counts & 0 funding Federal NCLB Title III Limited English Proficiency Program 0 counts & 0 funding NCLB Title III Immigrant Program (SNOR) 0 counts & 0 funding Data Management - Roadmap for the School Year, v2, 20120801 27

28. CALPADS EOY 1-2 July 1 – June 30 Data UsageNot Certified EOY 1 State DataQuest (Course Completion & CTE) 0 counts CALPASS (future) 0 counts Federal Carl Perkins Program (CTE Concentrators and Completers) 0 counts & grant eligibility EOY 2 State DataQuest (Programs and Homeless) 0 counts CAHSEE Intensive Instruction (AB 347) Valenzuela bill 0 counts Federal NCLB Title 1 Part A Basic Grant 0 counts & grant eligibility NCLB Title 1 Part A, Neglected 0 counts & grant eligibility NCLB Title 1 Part D Neglected, Delinquent, or At-Risk Youth - Demographics 0 counts & grant eligibility Elementary and Secondary Education Act (ESEA) Title 1, Part A and Homeless Education 0 counts & grant eligibility McKinney Vento Grant 0 counts & grant eligibility Data Management - Roadmap for the School Year, v2, 20120801 28

29. CALPADS EOY 3-4 July 1 – June 30 Data UsageNot Certified EOY-3 StateDataQuest (Discipline) 0 counts Federal NCLB Consolidated State Performance Report (CSPR) 0 counts NCLB Title IX - At Risk/Persistently Dangerous Schools 0 counts ESEA Title IV, Part A, Subpart 3, Section 4141 (e) - Firearm Offenses 0 counts EOY-4 StateDataQuest (Waivers and Exemptions) 0 counts Data Management - Roadmap for the School Year, v2, 20120801 29

30. CALPADS EOY 3-4 July 1 – June 30 Data UsageNot Certified Assessments State School Accountability Report Card (SARC) Assessment data is not certified, but if Suspense records are not fixed counts will be lower. Enrollment and Exit data in the CALPADS Operational Data Store is used to determine continuous enrollment; STAR and CAHSEE scores of students not continuously enrolled will not be included in API and AYP calculations Academic Performance Index (API) Base and Growth FederalAdequate Yearly Progress (AYP) targets Data Management - Roadmap for the School Year, v2, 20120801 30

31. Data Management - Roadmap for the School Year, v2, 20120801 31 Other Annual Reporting  End of Year  Consolidated Application Reporting System (CARS)  Carl Perkins Adult Ed

32. Best Practices: Key Roles Data Management Data Confidentiality Data Management - Roadmap for the School Year, v2, 20120801 32

33. Key Roles 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 Data Management - Roadmap for the School Year, v2, 20120801 33 CALPADS LEA Administrator

34. Key Roles 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 Data Management - Roadmap for the School Year, v2, 20120801 34 LEA CALPADS Coordinator

35. Data Management - Roadmap for the School Year, v2, 20120801 35 Information Systems IDENTIFY SYSTEM OF RECORD STUDENT SYSTEM Student Name Address Gender - Ethnicity Birth date Parent Info Disability Codes IEP Info – Services Student Name Gender – Ethnicity Birth date SPECIAL EDUCATION TEACHER INFO NAME EXPERIENCE CREDENTIALS HUMAN RESOURCES FOOD SERVICES FREE/REDUCED INFO STUDENT NAME ADDRESS PARENT INFO Special Ed Staff HR Staff Food Service Staff School Site Staff DESIGNATE DATA STEWARDS

36. 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 Data Management - Roadmap for the School Year, v2, 20120801

37. 37 Family Educational Rights and Privacy Act (FERPA) Data Management - Roadmap for the School Year, v2, 20120801 Protects the privacy of student education records www.ed.gov/policy/gen/guid/fpco/ferpa/index.html www.ed.gov/policy/gen/guid/fpco/ferpa/index.html Non- Confidential Data Elements Parent Notification Opt-out of Directory Information Release Military Release Sharing SSIDs Confidential Data Elements

38. 38 Data Confidentiality Data Management - Roadmap for the School Year, v2, 20120801 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 E-mail

39. 39 Summary  CSIS Overview  Statewide Education Data Systems  Required Reporting  Best Practices  Data Management Teams  Data Security  Data Security and Confidentiality Data Management - Roadmap for the School Year, v2, 20120801

40. 40 Resources  Listservs  CALPADS: http://www.cde.ca.gov/ds/sp/cl/listservs.asp http://www.cde.ca.gov/ds/sp/cl/listservs.asp  CSIS: http://csis.fcmat.org/Pages/Listserv.aspx  CETPA http://www.cetpa-k12.org/pub/htdocs/listserv.html Data Management - Roadmap for the School Year, v2, 20120801

41. 41 Resources  CSIS http://csis.fcmat.org  CDE http://www.cde.ca.gov  CALPADS http://www.cde.ca.gov/ds/sp/cl/  CBEDS-ORA http://www.cde.ca.gov/ds/sd/cb/  FCMAT http://www.fcmat.org/ Data Management - Roadmap for the School Year, v2, 20120801

42. 42 CSIS Resources  CALPADS Training: http://csis.fcmat.org/Pages/Trainings.aspx  CSIS Services Training: http://csis.fcmat.org/Pages/Trainings.aspx http://csis.fcmat.org/Pages/Trainings.aspx  Data Management Resources: http://csis.fcmat.org/Pages/Data-Management.aspx http://csis.fcmat.org/Pages/Data-Management.aspx Data Management - Roadmap for the School Year, v2, 20120801

43. Please Complete Our Survey 43 Data Management - Roadmap for the School Year, v2, 20120801

44. 44 Questions Data Management - Roadmap for the School Year, v2, 20120801