1. New Data Coordinator Training Roadmap for the School Year Copyright © 2010, FCMAT/California School Information Services July 1, 2011

2. Data Management - Roadmap for the School Year, v1.0, 20110701 2 Agenda  Introductions  Objectives  State Reporting Changes  2011-2012 CALPADS Roadmap  Lessons Learned  Successful LEA Practices  Resources and Support

3. Data Management - Roadmap for the School Year, v1.0, 20110701 3 Introductions  Name  Local Educational Agency  Title/Job Responsibilities

4. Data Management - Roadmap for the School Year, v1.0, 20110701 4 Objectives Understanding of :  Changes in state reporting for 2011-2012  Data reporting calendar for 2011-2012  Lessons learned from 2010-2011  Best practices for meeting reporting requirements

5. Changes in State Reporting 2011-2012 Data Management - Roadmap for the School Year, v1.0, 20110701 5

6. 6 State Reporting Changes  California Longitudinal Pupil Achievement Data System (CALPADS)  California Teacher Integrated Data Education System (CALTIDES)  California Basis Education Data System-Online Reporting Application (CBEDS-ORA)  Online Public Update for Schools-County- District-School (OPUS-CDS)  Assessment and Accountability  School Accountability Report Card (SARC)

7. Data Management - Roadmap for the School Year, v1.0, 20110701 7 State Reporting Changes CALPADS  Fall 1, Fall 2, and Spring 1  No new data elements  New code set values – Course Group State – added Exploratory Wheel/Enrichment/Activity Class – Non-classroom based or support assignment – Added Other Certificated Non-Instructional Assignment – Four updates to Special Ed support assignments

8. Data Management - Roadmap for the School Year, v1.0, 20110701 8 State Reporting Changes CALPADS – New code set values (cont) – Disability Category – Changed Mental Retardation/Intellectual Disability – Country – Retired, added, changed seven codes – English Language Acquisition Status State – EO name definition updated – English or American Sign Language Only – Input Validation Rule changes in 2011-12 – Review the Error List to see changes

9. Data Management - Roadmap for the School Year, v1.0, 20110701 9 State Reporting Changes CALPADS  End of Year Reporting to be implemented 2011-12  Course Completion Grades 7-12  CTE Participants, Concentrators, and Completers  Program Participation Grades K-12  Student Discipline  CAHSEE Waivers

10. Data Management - Roadmap for the School Year, v1.0, 20110701 10 State Reporting Changes CALPADS  End of Year new code set values  Education Program  Added 504 Accommodation  Weapon Category  Added Multiple Weapons w/Firearm, Multiple Weapons w/o Firearm

11. Data Management - Roadmap for the School Year, v1.0, 20110701 11 State Reporting Changes CALTIDES  Funding was cut in the 2011-2012 budget  Development discontinued CBEDS-ORA  New questions added regarding Modes of Instruction, Instructional Technology and School Improvement Grant (SIG) participants  Removed data that will be collected via ASAM OPUS-CDS  No system changes

12. Data Management - Roadmap for the School Year, v1.0, 20110701 12 State Reporting Changes Assessment and Accountability  Three years of historical assessment data to be loaded into CALPADS – targeted for fall implementation  SSID validation between assessment results and CALPADS  SSID, birth date and gender used for matching  May require some reconciliation to verify  Downloadable extracts – will use current fixed file formats

13. Data Management - Roadmap for the School Year, v1.0, 20110701 13 State Reporting Changes Assessment and Accountability  Accountability will continue to use data from answer documents for 2011-12  Anticipate multi-year phase-in for full CALPADS pre-id and scoring  Will be dependent on keeping CALPADS updated

14. Data Management - Roadmap for the School Year, v1.0, 20110701 14 State Reporting Changes School Accountability Report Card  Transitioning to Ed-Data  Implementation targeted for November 2011

15. Roadmap for 2011-12 Data Management - Roadmap for the School Year, v1.0, 20110701 15

16. CALPADS 2011-2012 Roadmap 2011 Census Day Certification Deadline Throughout Year JulyAugustSeptember General Maintain SSIDs Resolve Anomalies Retrieve Direct Certification Files Data Mgmt Team Planning Review CFS/Code Changes Perform Security Audit Create local DM calendar Train Local Users Fall 1Oct 5, 11Dec 14, 11 Exit Students Close NSLP Program Records Attend Refresher Training Get SSIDs for new students Exit No Show Students Fall 2Oct 5, 11Jan 18, 12 Get SEIDs for new staff Coordinate w/ HR for HQT reporting Spring 1Mar 1, 12Mar 28, 12 EOY 1N/AJuly 18, 12 EOY 2N/AJuly 18, 12 EOY 3N/AJuly 18, 12 EOY 4N/AJuly 18, 12 16 Data Management - Roadmap for the School Year, v1.0, 20110701

17. 2011 Certification Deadline Throughout Year OctoberNovemberDecember General Maintain SSIDs Resolve Anomalies Retrieve Direct Certification Files CAG Meeting Long Beach, CA Fall 1 Dec 14, 11 Submit SINF for all students Submit SPRG for students in GATE, Migrant Ed, Special Ed, NSLP Review Preliminary Reports Distribute Reports for Verification and Signature Make adjustments as needed Certify Level 1 And Level 2 by Dec 14 Fall 2 Jan 18, 12 Attend Training Review Master Schedule Review HQT Status Audit Required Elements Submit SDEM/SASS for all cert staff Submit CRSE/SCSE for courses/students Review Preliminary Reports Distribute Reports for Verification and Signature Make adjustments as needed Spring 1 Mar 28, 12 EOY 1July 18, 12 EOY 2July 18, 12 EOY 3July 18, 12 EOY 4July 18, 12 CALPADS 2011-2012 Roadmap 17 Data Management - Roadmap for the School Year, v1.0, 20110701

18. 2012 Certification Deadline Throughout Year JanuaryFebruaryMarch General Maintain SSIDs Resolve Anomalies Retrieve Direct Certification Files Fall 1 Dec 14, 11 Amendment Window open through Jan 18 Fall 2 Jan 18, 12 Certify Level 1 AND Level 2 By Jan 18 Amendment Window open through Feb 17 Spring 1 Mar 28, 12 Maintain student information Attend Training Update SINF w/ changes Review Preliminary Reports Certify Level 1 AND Level 2 by Mar 23 EOY 1July 18, 12 Check with vendor for EOY updates EOY 2July 18, 12 EOY 3July 18, 12 EOY 4July 18, 12 CALPADS 2011-2012 Roadmap 18 Data Management - Roadmap for the School Year, v1.0, 20110701

19. 2012 Certification Deadline Throughout Year April-MayJun-JulJul-Aug General Maintain SSIDs Resolve Anomalies Retrieve Direct Certification Files Spring 1Mar 28, 12Keep student info up-to-date Final Amendment Apr 18 EOY 1July 18, 12 Submit CRSC/SCSC for 7-12 students* Review preliminary reports | Distribute Reports for Verification and Signature Certify Level 1 AND Level 2 | Final Amendment Aug 15 | EOY 2July 18, 12 Maintain student program records Submit SPRG for all students Review preliminary reports EOY 3July 18, 12 Maintain truancy and disciplinary records Submit SDIS for 7-12 students* Review preliminary reports EOY 4July 18, 12 Submit SWAV for 10-12 eligible students Review preliminary reports CALPADS 2011-2012 Roadmap 19 Data Management - Roadmap for the School Year, v1.0, 20110701

20. 2011-12 Summer Activities July - August  Close out 2010-11 records – Exits  Verify and post exit dates, exit reasons and completions status for all students who left during the 2010-11 school year  Matriculating students  Use exit reason E230 for students completing the highest grade offered at any school  Use completion status 480 for K-8 students  Students transferring to private schools, out-of- state or out-of-country, use Transfer exit code 20 Data Management - Roadmap for the School Year, v1.0, 20110701

21. 2011-12 Summer Activities July - August  Close out 2010-11 records – Exits  Completers  Use exit reason E230 with appropriate completion code  Update the UC/CSU flag for all 2010-11 graduates  Verify Initial 9 th Grade Entry Year for all graduates  Initial 9th Grade Entry Year is used for calculating the four-year completion rate 21 Data Management - Roadmap for the School Year, v1.0, 20110701

22. 2011-12 Summer Activities July - August  Verify 2010-11 Records are Complete  Verify that student information (SINF) records are posted for all students that enrolled after 10/6/2010 and exited during the school year  Update English Language Acquisition Status (ELAS) for students whose status has changed since last year (TBD, RFEP)  Update program membership End Dates for Free or Reduced Price Meal (NSLP) records in 2010-11 22 Data Management - Roadmap for the School Year, v1.0, 20110701

23. 2011-12 Submission Activities September – early October  Prep Work  Attend vendor training and CALPADS training  Meet with Data Management Team  Create and distribute 2011-2012 Data Submission Calendar to key staff  Train local staff  Install vendor updates for local systems  Make sure all documentation is up-to-date  Check Expected Schools in OPUS-CDS  Verify Charter School Reporting Status 23 Data Management - Roadmap for the School Year, v1.0, 20110701

24. 2011-12 Submission Activities September – early October  Prep Work (cont)  Obtain SSIDs for new students  Update No Show Dropouts with N420 - use exit code if known  Obtain SEIDs for new staff (demographics)  Exit staff who are no longer employed  Add/Revoke CALPADS accounts for users  Add/Update security roles for users (i.e., Free/Reduced Meals, Direct Certification)  Verify/map codes 24 Data Management - Roadmap for the School Year, v1.0, 20110701

25. 2011-12 Submission Activities September – early October  Prep Work (cont)  Use ODS reports to check graduate and dropout lists  Resolve Anomalies (ERDs, MIDs, CCEs)  Anomaly Rate for combined MIDs and CCEs must be 2.0% or less for Fall 1 certification  Be a good CALPADS citizen – Resolve anomalies in a timely manner  Update exit codes if no information is available  Analyze causes of anomalies to identify problems with local practices  Train Users on best practices for assigning SSIDs 25 Data Management - Roadmap for the School Year, v1.0, 20110701

26. 2011-12 Submission Activities September – early October  Prep Work (cont)  Complete Data Population Fall 1  Update student demographic changes  Update program eligibility  Ensure Initial 9 th Grade Entry Year for all high school students  Ensure Initial US enrollment date for ELs and students born outside of the US  Complete Data Population Fall 2  Update demographic/job class/assignment changes  Increment staff years of service  After schedule is set - update course-section attributes 26 Data Management - Roadmap for the School Year, v1.0, 20110701

27. 2011-12 Reporting Timelines October – November 2011  Data Submissions – Fall 1  Information Day – October 5, 2011  Fall 2 snapshots available – October 6, 2011  If regular enrollment updates have been submitted to reflect enrollment changes (entries and exits) – NO SENR is required  Submit Student Information (SINF) for all students enrolled on information day Effective date MUST be on or after July 1, 2011 and on or before information day 27 Data Management - Roadmap for the School Year, v1.0, 20110701

28. 2011-12 Reporting Timelines October – November 2011  Data Submissions – Fall 1 (cont)  Submit Student Programs (SPRG) for all students eligible and/or participating in NSLP, GATE, Migrant Ed, & Special Ed 28 Data Management - Roadmap for the School Year, v1.0, 20110701

29. 2011-12 Reporting Timelines October – November 2011  Certification Reports Review – Fall 1  Certification Deadline: December 14, 2011  Analyze and resolve fatal certification errors  Review preliminary reports and make corrections as needed  Distribute reports to data stewards for verification and signatures  Certify Level 1 and Level 2  Print reports for records 29 Data Management - Roadmap for the School Year, v1.0, 20110701

30. 2011-12 Reporting Timelines October – November 2011  Data Submissions – Fall 2  Information Day – October 5, 2011*  Fall 2 snapshots available – October 6, 2011  Submit and post Staff Demographics (SDEM) for all certificated staff employed on information day*  Submit and post Staff Assignments (SASS) for all certificated staff Full replacement Strategies for LEAs with multiple users submitting data 30 Data Management - Roadmap for the School Year, v1.0, 20110701 * Plus 30 days for year-round schools that are off-track on information day

31. 2011-12 Reporting Timelines October – November 2011  Data Submissions – Fall 2 (cont)  Submit and post Course Section (CRSE) for all courses offered on information day*  Submit and post Student Course Section (SCSE) for all students enrolled on information day* 31 Data Management - Roadmap for the School Year, v1.0, 20110701 * Plus 30 days for year-round schools that are off-track on information day

32. 2011-12 Reporting Timelines November 2011 – January 2012  Certification Reports Review – Fall 2  Certification Deadline: January 18, 2012  Analyze and resolve fatal certification errors  Review preliminary reports and make corrections as needed  Distribute reports to data stewards for verification and signatures  Certify Level 1 and Level 2  Print reports for records 32 Data Management - Roadmap for the School Year, v1.0, 20110701

33. 2011-12 Reporting Timelines March 2012  Data Submission – Spring 1  Information Day – March 1, 2012  Spring 1 snapshots available - March 2, 2012  NO data submissions required if information is kept up-to-date in CALPADS  Otherwise Submit SENR for new enrollments and exits Submit SINF for any new students or changes for continuously enrolled students 33 Data Management - Roadmap for the School Year, v1.0, 20110701

34. 2011-12 Reporting Timelines March 2012  Certification Reports Review – Spring 1  Certification Deadline: March 28, 2012  Analyze and resolve fatal certification errors  Review preliminary reports and make corrections as needed  Distribute reports to data stewards for verification and signatures  Certify Level 1 and Level 2  Print reports for records 34 Data Management - Roadmap for the School Year, v1.0, 20110701

35. 2011-12 Reporting Timelines May – July 2012  Data Submissions – EOY  Collection Window: 2011-2012 Academic Year  Snapshot Reports Available – May 15, 2012  EOY 1: Course completion – 7-12 with exceptions  Staff Demographics (SDEM)  Course Sections (CRSC)  Student Course Sections (SCSC)  EOY 2: Program participation (SPRG)  EOY 3: Student discipline (SDIS)  EOY 4: Waivers (SWAV) 35 Data Management - Roadmap for the School Year, v1.0, 20110701

36. 2011-12 Reporting Timelines May – July 2012  Data Submissions – EOY 1  Collection Window: 2011-2012 Academic Year  EOY 1: Course Completion – 7-12  Submit SDEM for all teachers reported in course completion  Submit CRSC for all courses completed during the school year  Submit SCSC for all courses completed during the school year 36 Data Management - Roadmap for the School Year, v1.0, 20110701

37. 2011-12 Reporting Timelines May – July 2012  Data Submissions – EOY 2  Collection Window: 2011-2012 Academic Year  EOY 2: Program Participation (SPRG)  Submit SPRG for programs students participated in during the school year 37 Data Management - Roadmap for the School Year, v1.0, 20110701

38. 2011-12 Reporting Timelines May – July 2012  Data Submissions – EOY 3  Collection Window: 2011-2012 Academic Year  EOY 3: Student Discipline (SDIS)  Submit SDIS for all Ed Code 48900 offenses and any truancies occurring during the school year 38 Data Management - Roadmap for the School Year, v1.0, 20110701

39. 2011-12 Reporting Timelines May – July 2012  Data Submissions – EOY 4  Collection Window: 2011-2012 Academic Year  EOY 4: Waivers (SWAV)  Submit SWAV for all 12 th grade students requesting (CAHSEE) waivers during the school year 39 Data Management - Roadmap for the School Year, v1.0, 20110701

40. 2011-12 Reporting Timelines May – July 2012  Certification Reports Review – EOY 1-4  Certification Deadline: July 18, 2012  Analyze and resolve fatal certification errors  Review preliminary reports and make corrections as needed  Distribute reports to data stewards for verification and signatures  Certify Level 1 and Level 2  Print reports for records 40 Data Management - Roadmap for the School Year, v1.0, 20110701

41. Lessons Learned Data Management - Roadmap for the School Year, v1.0, 20110701 41

42. Lessons Learned Attending training (and paying attention) will save you time in the long run Make sure your vendor software is up-to-date Verify your code sets every year Train your staff every year Review changes, common problems, shortcuts, critical dates 42 Data Management - Roadmap for the School Year, v1.0, 20110701

43. Lessons Learned Keeping your data updated in CALPADS will save you frustration (and extra data submissions) Things go wrong There are many single points of failure You may need a contingency plan CALPADS may not be available for last minute processing It may not even be your mistake 43 Data Management - Roadmap for the School Year, v1.0, 20110701

44. Lessons Learned Small changes can have a big impact If you have to do a lot of data reconciliations for start date mismatches – you need to find out why and fix it Same thing for anomalies Sometimes it is the system’s fault 44 Data Management - Roadmap for the School Year, v1.0, 20110701

45. Successful LEA Practices Data Management - Roadmap for the School Year, v1.0, 20110701 45

46. Successful LEA Practices Data Management - Roadmap for the School Year, v1.0, 20110701 46  Recognize that required reporting is an organizational effort, not an IT effort  Have a functioning data management team  Comprised of key staff members and data stewards  Meet regularly to review requirements, timelines, responsibilities, status  Establish, implement and refine local data management processes  Have administrative support for data management

47. Successful LEA Practices Data Management - Roadmap for the School Year, v1.0, 20110701 47  Designate Data Stewards  Data stewards are responsible for specific types or data and/or data elements, i.e. HR, Special Ed  Identify System of Record for data elements  Coordinate systems implementation and synchronization  Participate in training opportunities  Provide staff development for all involved in data collection, reporting and analysis  Connect data with its use and impact on the LEA (performance indicators and fiscal implications, link to instructional programs and reporting requirements)

48. Successful LEA Practices Data Management - Roadmap for the School Year, v1.0, 20110701 48  Establish a Support Structure  Develop documentation and other support tools  Customize and/or supplement vendor documentation  Establish a yearly data management calendar  Leverage software  Reduce redundancies by linking data systems  Limit entries to valid codes  Require fields needed for reporting  Use built-in help features  Review forms to align with software

49. Successful LEA Practices Data Management - Roadmap for the School Year, v1.0, 20110701 49  Have a good understanding of data and requirements  Know their data (and know when it’s wrong)  Don't need to make assumptions or guess at the right answers  Audit data regularly  Analyze problems and make adjustments  Continuous improvement process  Have a backup plan  Cross train staff  Take advantage of available resources

50. Data Management - Roadmap for the School Year, v1.0, 20110701 50 Successful LEA Practices for CALPADS  Keep data up to date throughout the year  Stay informed about changes  Participate in training  Review certification reports early in submission cycle  Know how to use resources  Develop sign-off procedures prior to certification  Hold post-submission reviews

51. RESOURCES AND SUPPORT

52. Data Management - Roadmap for the School Year, v1.0, 2011070152 Resources  DataQuest  http://data1.cde.ca.gov/dataquest/ http://data1.cde.ca.gov/dataquest/  Ed-Data  http://www.ed-data.k12.ca.us http://www.ed-data.k12.ca.us  Educational Results Partnership (formerly Just for the Kids)  http://edresults.org/ http://edresults.org/  Santa Clara County Office of Education  http://www.sccoe.org/schoolplan/ http://www.sccoe.org/schoolplan/  Kidsdata.org  http://www.kidsdata.org/ http://www.kidsdata.org/

53. Data Management - Roadmap for the School Year, v1.0, 20110701 53 Resources  CETPA  http://www.cetpa-k12.org/ http://www.cetpa-k12.org/  TechSets  http://www.techsets.org/ http://www.techsets.org/  CSIS  http://www.csis.k12.ca.us/services/services- training/default.asp http://www.csis.k12.ca.us/services/services- training/default.asp

54. Training  Training Opportunities  http://www.csis.k12.ca.us/e-learning/calpads- registration/ http://www.csis.k12.ca.us/e-learning/calpads- registration/  Q&A  Basic courses  K-12 State Reporting Overview for Administrators  Advance courses  Self-Paced Training Modules 54 Data Management - Roadmap for the School Year, v1.0, 20110701

55. Training  Training Supplement  Job Aides: http://www.csis.k12.ca.us/library/calpads- training/http://www.csis.k12.ca.us/library/calpads- training/  Fall 1 Report Mapping  Fall 2 Report Mapping 55 Data Management - Roadmap for the School Year, v1.0, 20110701

56. Support Tips & Strategies  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  Join SIS user group and/or listserv 56 Data Management - Roadmap for the School Year, v1.0, 20110701

57. CALPADS Documentation  CALPADS File Specifications (CFS)  CALPADS Code Sets  CALPADS Valid Code Combinations  CALPADS Error  CBEDS Assignment/Course Code Mapping  CALPADS SSID and Enrollment Procedures  CALPADS User Manual with Glossary http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp Data Management - Roadmap for the School Year, v1.0, 20110701 57

58. Please Complete Our Survey  http://www.csis.k12.ca.us/survey/calpads-training/http://www.csis.k12.ca.us/survey/calpads-training/ Data Management - Roadmap for the School Year, v1.0, 20110701 58

59. Data Management - Roadmap for the School Year, v1.0, 20110701 59