On-line datasubmission training

On-line datasubmission training

www.cal-pass.org

California Partnership for Achieving Student Success

Cal-PASS on-line data trainingCal-PASS on-line data training

• Presented by:• Mary Kay Patton• Cal-PASS Database Administrator/Data Coordinator

AgendaAgenda

• Overview and history• Changes this year• Validating your data• Submitting your data• Downloading your

partners’ data• Using Cal-PASS data

What is Cal-PASS?What is Cal-PASS?

• Creates regional data sharing partnerships• Links primary, secondary and post-

secondary institutions on a regional basis• Tracks groups of students from one

segment to the next• Participants include over 1000 K-12

schools, 64 community colleges and 17 universities throughout California

How Does Cal-PASS Work?How Does Cal-PASS Work?

K-12,K-8, 9-12

Community Colleges University

Steps to Cal-PASS Steps to Cal-PASS

• Sign MOU• Cal-PASS office sends welcome email to member

district. Request for identification of IT and Program Contacts.

• Email to IT Contact giving direction on data submission.• Website address• Data Element Dictionary• User’s Guide• Validation Program

• User ID and Password given to the Program Contact (by phone).

Cal-PASS Data Collection CycleCal-PASS Data Collection Cycle

• Initial submission of 5 years• Ongoing annual submission• Domain defined by consortium• Optional files determined by consortium• Cal-PASS files contain data at the school

level but are submitted and downloaded at the district level

Changes this yearChanges this year

• Data elements mirror CSIS requirements• Comma delimited format• Addition of STAR data file

• Created by validation program

• New data submission website• No local applet installed

• Student Information Systems have Cal-PASS extract• Eagle Aeries (complete)• Powerschool (in development)• Maximus (in development)

Resources for creation of datasetsResources for creation of datasets

• Data Element Dictionary• Record layout for input file to the validator• Record layout for output from download

• User’s Guide• Step by step guide to submission, download and query

• Validation Program• Data files must be pre-edited (validated) prior to

submission through the Cal-PASS website.

• Available from the Cal-PASS website at www.cal-pass.org\submission_links.htm

Create filesCreate files

• Student, Course, Award, STAR files• May also have optional files

• Primary key• School, academic year, locally assigned student

identifier• One to many relationship between student file and

course file• One to one or one to many relationship between the

student file and the award file• For multiple year submission (initial) there will

be multiple records for each student• each with different academic year and grade level

Eagle AeriesEagle Aeries

Creating a Cal-PASS extract from Aeries

Processing Aeries extractProcessing Aeries extract

Input File FormatInput File Format

• Sample of file layout

Cal-PASS ValidatorCal-PASS Validator

• Download from Cal-PASS website• Program runs locally• Checks for valid codes in all fields• Encrypts all student identifiers

• SSN, Locally assigned ID, CSIS ID

• Creates two derived keys• Partial first name, partial last name, birthdate

and gender• Second key uses high school of origin

ValidatorValidator

• Validation program generates files • error files containing records that don’t meet edit

criteria• submission files containing data that passed the edit

process• Files are stored in two separate subdirectories (Error

Logs and Uploads) in the directory where the program was installed

• The Student file must be edited first in order for the program to successfully perform referential checks between files.

Folders created by ProgramFolders created by Program

Set Maximum ErrorsSet Maximum Errors

Validate the Student File Validate the Student File

Select Student File FirstSelect Student File First

Errors are shown on screenErrors are shown on screen

Referential check between student, course and award

files.

Validating Star Test DataValidating Star Test Data

• Data are extracted directly from CD• Can be submitted independent of student,

course and award files to allow for past years data submission

• Program prompts for multiple CD’s and/or multiple years

• Prompts user for year (very important) • Uses format used by testing vendor

• File name contains 5 digit District ID (no ‘K’)

Transmittal FileTransmittal File

Select files Select files

Program creates transmit fileProgram creates transmit file

Submitting DataSubmitting Data

• Password protected• Cannot query until at least 1 submission

is completed• Student, Course and Award files must

be included for K-12 districts• Student and Course files for K-8 districts• Star data and Optional files may be

submitted independently

Submission login pageSubmission login page

Browse for filesBrowse for files

Add/Delete Selection BoxesAdd/Delete Selection Boxes

Navigate to Uploads folderNavigate to Uploads folder

Selected filesSelected files

Progress barProgress bar

Process filesProcess files

Confirms and sends emailConfirms and sends email

Data DownloadData Download

• User ID and Password• Access based on MOU share list• Reciprocal agreement to share• Data files are csv format• Available by academic year

• CC and University files have multiple terms in each file

Select files for downloadSelect files for download

View available filesView available files

Download Now

Save or run fileSave or run file

Performing Records MatchPerforming Records Match

• SSN• Not always available• Best match, if available

• Derived Key 1• Created from partial names, birthdate and gender• reliable only within regions

• Derived key 2• Same as derived key 1 but includes school of origin

(improved match between K-12 and University)

Security and PrivacySecurity and Privacy

• Confidentiality -FERPA• Physical security of Cal-PASS servers• Encrypted identifiers• Password protection• Published info will not have the potential to

identify individuals• Cal-PASS Security Document on website

Guiding PrinciplesGuiding Principles

• Data Ownership• Retained by district/institution

• Data Uses• Primarily for internal institutional use

• Sensitivity to other members• No use of the data will disadvantage any other member

• Confidentiality• No individual will ever be identified• Any use of the data outside of the consortium will have

prior approval by all consortium members• Consortium members will maintain security that meets

the Cal-PASS security minimums

Help is on the way!Help is on the way!

• Mary Kay Patton• mkpatton@calpass.org• (916) 995-3183

• Kay Crabbe• kcrabbe@calpass.org• (916) 683-2152

Questions?