1. K-12 State Reporting Overview for Administrators Copyright © 2013, FCMAT/California School Information Services July 1, 2013

2. Agenda K-12 State Reporting Overview for Administrators, v2.1, 20131104 2 Objectives CALPADS Overview How CALPADS Data are Used Lessons Learned and Best Practices Resources and Support

3. Objectives Statewide Education Data Systems The scope of data included in required reporting and how it is used State Reporting Lessons learned from LEAs in state reporting Support for Best Practices Best Practices Resources available to support reporting and data management K-12 State Reporting Overview for Administrators, v2.1, 20131104 3 Participants will have an understanding of:

4. K-12 State Reporting Overview for Administrators, v2.1, 20131104 4 CALPADS Overview

5. K-12 State Reporting Overview for Administrators, v2.1, 20131104 5 California Pupil Achievement Data System (CALPADS) California’s response to the NCLB accountability and reporting requirement  Designed to track students as the enroll and exit CA K-12 schools  Multiple collections throughout the school year replacing previous statewide data collections  Certified Data are used for funding and accountability  Data used for education policy and research

6. CALPADS Users 6 School Users LEA Users CALPADS Administrator Create accounts Maintain accounts Train local staff Contact support Manage codes Submit and post data for any or all schools in LEA Certify submissions Submit and post data for specific schools depending on roles K-12 State Reporting Overview for Administrators, v2.1, 20131104

7. CALPADS Data Collections Fall 1 Enrollment as of Info Day Completers Dropouts FRPM/English Learner/Foster Youth Count English Learners Students Reclassified Title III Eligible Immigrants Fall 2 Course Enrollment as of Info Day English Learner Services Certificated Staff Assignments NCLB Core Course Compliance EOY 1 7-12 Course Completions Career Tech Ed Data EOY 2 Program Participation Homeless Counts EOY 3 Discipline Incidents and Actions Persistently Dangerous Offense Expulsions EOY 4 CAHSEE Waivers and Exemptions K-12 State Reporting Overview for Administrators, v2.1, 20131104 7

8. Data Submission/ Certification Process K-12 State Reporting Overview for Administrators, v2.1, 20131104 8 Data extracted from local SIS Upload files Passed Records Overnight Processing Posted records processed Overnight Processing Posted records processed Reports Verified and Certified

9. Certification Reports Fall Aggregates K-12 State Reporting Overview for Administrators, v2.1, 20131104 9 Aggregate Reports Fall 1Fall 2 1.1 Enrollment - Primary Status by Subgroupsx 1.6 Graduates and Dropouts by Subgroupx 1.9 Completers and Dropouts - Countx 1.17 FRPM/EL/FY Countx 2.12 - English Language Acquisition Status - ELs Reclassified RFEPx 2.1-Title III Eligible Immigrants - Countx 2.8 - English Language Acquisition Status - Count by Primary Languagex 2.9 - English Language Acquisition Status - Census Comparisonx 2.4 - English Learner Education Services - Student Count Unduplicated x 2.5 - English Learner Education Services - Unduplicated Countof Teachers Providing EL Services x 3.4 - NCLB Core Course Section Compliance - Count by Content Area x 3.6 - Course Section Enrollment - Count by Content Area x 4.1 - Staff Count and FTE by Job Classification x

10. Certification Reports EOY Aggregates K-12 State Reporting Overview for Administrators, v2.1, 20131104 10 Aggregate ReportsEOY1EOY2EOY3EOY4 3.9 - Course Sections Completed - Count by Content Area for Departmentalized Courses x 3.12 - Career Technical Education Participants - Count Disaggregatedx 3.14 - Career Technical Education Concentrators and Completers - Count by Pathway x 5.1 - Program Participants - Count x 5.4 - Homeless Students Enrolled - Unduplicated Count by School x 7.1 - Discipline Incidents - Count by Most Severe Offense x 7.3 - Disciplinary Actions - Count x 7.4 - Discipline Actions - Count by Offense x 7.6 - Discipline Actions - Persistently Dangerous Offense Explulsions x 6.1 - CAHSEE Waivers and Exemptions - Count x

11. Fall 1 Sample Certification Report K-12 State Reporting Overview for Administrators, v2.1, 20131104 11

12. Fall 1 Sample Certification Report K-12 State Reporting Overview for Administrators, v2.1, 20131104 12 1.17 FRPM/English Learner/Foster Youth Count Academic Year:2013-2014 LEA:Santa Dimingo View:SNAPSHOT School Type:Continuation High Schools,High School District,High Schools (Public) As Of:10/2/2012 School:ALL Non-Charter School(s) Free/Reduced Meal Eligibility Counts Based On: School CodeSchool Name Total Enrollment Free & Reduced Meal Program: 181/182 Foster or Homeless 1 Migrant Program: 135 Direct Certification Total Unduplicated Eligible Free/Reduced Meal Counts EL Funding Eligible 2 Unduplicated FRPM/EL Eligible Count CDSS Foster Youth 3 Unduplicated FRPM/EL/ Foster Youth Total 4 3530099 San German Continuation High 67262 4133788769423117 3569999 San Benificial High 52611025 34489292121113271357321389 3591999 Juvenile Justice High 145 00461458914512145 TOTAL-Selected Schools60781332 38502375144414931504671651 Charter School(s) Free/Reduced Meal Eligibility Counts Based On: School CodeSchool Name Total Enrollment Free & Reduced Meal Program: 181/182 Foster or Homeless 1 Migrant Program: 135 Direct Certification Total Unduplicated Eligible Free/Reduced Meal Counts EL Funding Eligible 2 Unduplicate d FRPM/EL Eligible Count CDSS Foster Youth 3 Unduplicated FRPM/EL/ Foster Youth Total 4 5300990 Santa Dimingo Preparatory 312224325 40 343 65999999 San Benificial Performing Arts Academy 1135000537 0 TOTAL-Selected Schools4252743253077 380

13. Fall 2 Certification Report Sample K-12 State Reporting Overview for Administrators, v2.1, 20131104 13

14. Assessment and Accountability  Assessment Results loaded throughout school year as data becomes available  Summary and Detailed Reports available  Accountability Reports detail which students are counted in which subgroups  Mismatched records need to be resolved in Suspense Resolution K-12 State Reporting Overview for Administrators, v2.1, 20131104 14

15. Direct Certification  Data matched monthly to directly certify students eligible for free meals  Uses address information to match to CalWORKs and Food Stamp data file extracts  Data used in FRPM calculations for LCFF K-12 State Reporting Overview for Administrators, v2.1, 20131104 15

16. CALPADS Reporting Schedule 2013-14 JulyAugustSeptemberOctoberNovemberDecemberJanuaryFebruaryMarchAprilMayJune CALPADS Submissions EOY Subm Window EOY Amendment Window Fall1 Submission Window F1 Amdmt Window EOY Submission Window Fall 2 Submission Window Fall 2 Amendment Window Assessment Corrections Suspense Resolution STAR P2 Corrections Suspense Resolution STAR P3 Corrections SR CELDT Corr’s Suspense Resolution SR CAHSEE Data Corrections (for 12-13) Suspense Resolution K-12 State Reporting Overview for Administrators, v2.1, 20131104 16

17. CALPADS Submission Certification Process All Data Required Information Updated in CALPADS Zero Fatal Errors Less than 2% Anomaly Rate for Fall 1 All Aggregate Reports Reviewed All Reports and All Schools are Certified as a Whole Two Level Certification Data Processor Superintendent K-12 State Reporting Overview for Administrators, v2.1, 20131104 17

18. HOW CALPADS DATA ARE USED K-12 State Reporting Overview for Administrators, v2.1, 20131104 18

19. How CALPADS Data are Used K-12 State Reporting Overview for Administrators, v2.1, 20131104 19 Annual Submission State or Federal State/Federal Data UsageLEA Impact if Not Certified Fall 1 State DataQuest (Enrollment, Graduates, Dropouts, and SNOR)0 counts School Accountability Report Card (SARC)No SARC prepopulation Economic Impact Aid (EIA) Program funding calculation 0 counts & 0 funding for COEs operating Juvenile Court schools and EIA-designated small rural districts Department of Finance for LCFF Supplemental and Concentration funding 0 counts and impact on funding Quality Education Investment Act (QEIA) funding0 counts & 0 funding Department of Finance for budget projections0 counts To address requests from policy makers, researchers, and other entities 0 counts

20. How CALPADS Data are Used K-12 State Reporting Overview for Administrators, v2.1, 20131104 20 Annual Submission State or Federal State/Federal Data UsageLEA 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) 0 counts & 0 funding Titles VI & IX reports for the Civil Rights Act of 19640 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

21. How CALPADS Data are Used K-12 State Reporting Overview for Administrators, v2.1, 20131104 21 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) 0 counts Federal NCLB Consolidated State Performance Report (CSPR) 0 counts Highly Qualified Teacher (HQT) 0 counts and potential placement on sanction list

22. How CALPADS Data are Used K-12 State Reporting Overview for Administrators, v2.1, 20131104 22 Annual Submission State or Federal State/Federal Data Usage LEA Impact if Not Certified EOY-1 StateDataQuest (Course Completion & CTE)0 counts FederalCarl Perkins Program (CTE Concentrators and Completers)0 counts & grant eligibility EOY-2 StateDataQuest (Programs and Homeless)0 counts Federal Elementary and Secondary Education Act (ESEA) Title 1, Part A Neglected 0 counts & grant eligibility EDEN (Education Data Exchange Network) Reporting 0 counts NCLB Consolidated State Performance Report (CSPR) 0 counts EOY-3 StateDataQuest (Discipline)0 counts Federal NCLB Consolidated State Performance Report (CSPR)0 counts NCLB Title IX - At Risk/Persistently Dangerous Schools0 counts ESEA Title IV, Part A, Subpart 3, Section 4141 (e) - Firearm Offenses0 counts Gun Free Schools Act Annual Survey 0 counts EOY-4StateDataQuest (Waivers and Exemptions)0 counts

23. How CALPADS Data are Used K-12 State Reporting Overview for Administrators, v2.1, 20131104 23 Annual Submission State or Federal State/Federal Data Usage LEA Impact if Not 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 are 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 FederalA dequate Yearly Progress (AYP) targets

24. Other Required Reporting  California Basic Education Data System – Online Reporting Application (CBEDS-ORA)  Collects aggregated counts  District and School Information  Required in fall  Can be updated throughout the year  Online Public Update for Schools – County- District-School (OPUS-CDS)  Used to notify CDE of updates to information contained in the Public School Directory K-12 State Reporting Overview for Administrators, v2.1, 20131104 24

25. K-12 State Reporting Overview for Administrators, v2.1, 20131104 25 Lessons Learned and Best Practices

26. K-12 State Reporting Overview for Administrators, v2.1, 20131104 26 It Takes an Organization TEAMWORK State reporting is the responsibility of the LEA Required data crosses the LEA Subject matter expertise is required CALPADS needs to be kept up-to- data throughout the year Two levels of certification are required 2 nd level is Superintendent Certify

27. K-12 State Reporting Overview for Administrators, v2.1, 20131104 27 The Right People for the Job Get the right person/people to coordinate Mix of technical, operational knowledge, and organizational skills required Allocate adequate resources One person cannot do everything They need your support

28. K-12 State Reporting Overview for Administrators, v2.1, 20131104 28 Lots of Details Details Data collected covers a wide range of topics Logic There are processing rules for all aspects of reporting and certifying Training Training is critical Many training and support options Changes New processing rules, policies and “fixes” can be implemented throughout the year Local Processes Make it as easy as possible for staff to succeed

29. K-12 State Reporting Overview for Administrators, v2.1, 20131104 29 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

30. K-12 State Reporting Overview for Administrators, v2.1, 20131104 30 Data Management Team Create and Support a cross-functional Data Management Team  Set policies  Hold accountable Take a systematic approach to systems  Make sure systems can work together and can be supported

31. K-12 State Reporting Overview for Administrators, v2.1, 20131104 31 FCMAT Services Fiscal Crisis and Management Assistance Team (FCMAT) supports LEAs to fulfill their financial and management responsibilities by providing:  Fiscal oversight and assistance  Management assistance by request  Training and other related school business services

32. K-12 State Reporting Overview for Administrators, v2.1, 20131104 32 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/

33. LCFF Information  CDE  http://www.cde.ca.gov/fg/aa/lc/lcffoverview.asp http://www.cde.ca.gov/fg/aa/lc/lcffoverview.asp  LCFF@cde.ca.gov LCFF@cde.ca.gov  916-324-4728 K-12 State Reporting Overview for Administrators, v2.1, 20131104 33

34. K-12 State Reporting Overview for Administrators, v2.1, 20131104 34 CSIS Resources  Data Management Resources http://csis.fcmat.org/Pages/Data-Management.aspx http://csis.fcmat.org/Pages/Data-Management.aspx  CALPADS Tools and Samples http://csis.fcmat.org/Pages/Tools-Samples-Links.aspx http://csis.fcmat.org/Pages/Tools-Samples-Links.aspx

35. K-12 State Reporting Overview for Administrators, v2.1, 20131104 35 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

36. K-12 State Reporting Overview for Administrators, v2.1, 20131104 36 Summary  State Reporting Requirements Overview  Why you should care about State Reporting  Lessons Learned and Best Practices  Resources and Support

37. Please Complete Our Survey  http://www.surveyexpression.com/s/21728/calpads http://www.surveyexpression.com/s/21728/calpads K-12 State Reporting Overview for Administrators, v2.1, 20131104 37

38. K-12 State Reporting Overview for Administrators, v2.1, 20131104 38 Questions