Post on 29-Dec-2015
Essential 1: CALPADS Overview V 1.1
Overview of Objectives and Requirements
Essential 1
2
Introductions and Ground Rules
Introductions– Trainers
Ground Rules– Mute phones while listening – Do not place your phone on HOLD– Silence cell phones– Introduce yourself (name and local educational
agency (LEA)) when speaking– One conversation at a time
Essential 1: CALPADS Overview V 1.1
Essential 1: CALPADS Overview V 1.13
Course Description
This course provides a basic overview of:
• Goals and benefits of CALPADS
• CALPADS Data Requirements and File Specifications
• Key Changes for 2011-2012
• CALPADS Statewide Student Identifier (SSID) and Enrollment Procedures
CALPADS Overview (Essential 1)
4
Target Audience and Objectives
The target audience for this course is LEA program, data management staff, and administrators responsible for reporting and certifying data in CALPADS.
Understanding of:– Goals and benefits of CALPADS
– Which data are expected
– Key changes with CALPADS Awareness of:
– The CALPADS SSID and Enrollment Procedures– The calendar of yearly activities
Essential 1: CALPADS Overview V 1.1
5
CALPADS Training Courses
• WebEx and/or Online Self-Paced Trainings:– Essential 2: Features, Code Mapping, and User Access– Essential 3: SSID Requests, Enrollment, and Maintenance– Essential 4 : SSID Anomalies– Fall 1: State Reporting and Certification– Fall 1 Advanced: State Reporting and Certification– Fall 2: Data Population– Fall 2: Reporting and Certification– Spring 1: Reporting and Certification– End-of-Year 1-4: Reporting and Certification
• Q & A Conference Calls:– Fall Error Correction – Fall General
Essential 1: CALPADS Overview V 1.1
6
Agenda
Introduction to CALPADS
Introduction to SSID Enrollment– Data Management Expectations– CALPADS SSID and Enrollment Procedures
State Reporting Calendar
Key Changes for Fall 1
Essential 1: CALPADS Overview V 1.1
7
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
Essential 1: CALPADS Overview V 1.1
8
Introduction to CALPADS
Provide LEAs and CDE access to the data necessary to comply with federal NCLB reporting requirements
Provide a better means of evaluating educational progress and investments over time
Provide LEAs information that can be used to improve pupil achievement
Provide an efficient, flexible, and secure means of maintaining longitudinal statewide pupil level data
Goals of CALPADS
Essential 1: CALPADS Overview V 1.1
9
Introduction to CALPADS
Streamlined data collection and maintenance process
Immediate access to information on new students captured by previous LEAs
Visibility to data to support school performance improvement
Extraction and download of data from CALPADS to conduct analyses using local analysis tools
Benefits of CALPADS
Essential 1: CALPADS Overview V 1.1
Introduction to CALPADS
Enrollment Data Responsibilities Ongoing Data Maintenance Ownership of Data Operational Data Store (ODS) Snapshot State Reporting
Key Concepts for CALPADS
Each of the following concepts is key to understanding CALPADS functionality:
Essential 1: CALPADS Overview V 1.1
Introduction to CALPADS
Key Concepts for CALPADS
CALPADS is designed for LEAs to submit data throughout the academic year to provide up-to-date information in CALPADS
At specific times during the academic year, CALPADS will take snapshots from the data in the ODS to support state and federal reporting needs
Essential 1: CALPADS Overview V 1.1
Introduction to CALPADS
Solution Components
Essential 1: CALPADS Overview V 1.1
Where LEA’s uploaded data is initially loaded.
Where error reports are produced.
13
Agenda
Introduction to CALPADS
Introduction to SSID Enrollment– Data Management Expectations– CALPADS SSID and Enrollment Procedures
State Reporting Calendar
Key Changes for Fall 1
Essential 1: CALPADS Overview V 1.1
14
Introduction to SSID Enrollment
an annual accounting of all students accurate dropout and graduate counts access to current information on transferring students to
facilitate appropriate placement and services high-quality data for local, state and federal use
Data Management Expectations
LEAs need to regularly report enrollments and exits to CALPADS to ensure:
Essential 1: CALPADS Overview V 1.1
15
Introduction to SSID Enrollment
SSID and Enrollment Procedures Overview
The California Department of Education (CDE) has developed new enrollment procedures as well as updated some existing procedures for CALPADS
These procedures guide and define the algorithms that are employed to process and maintain the data submitted to CALPADS
See link below for the complete listing of the procedures– http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
Essential 1: CALPADS Overview V 1.1
Essential 1: CALPADS Overview V 1.116
Key Procedures
LEAs are expected to access CALPADS to acquire a student’s SSID for enrollment purposes (1.0)
LEAs shall update CALPADS with a student’s school enrollment no later than 14 calendar days after the student’s expected first day of attendance (4.0)
LEAs shall update CALPADS with student exit data no later than 14 calendar days after the date the district exits the student in their local system. The exit date to be used is the date of the last full day of attendance (4.0)
LEAs are not allowed to obtain and maintain student SSIDs in CALPADS for summer or inter-session terms (4.0)
Introduction to SSID Enrollment
Essential 1: CALPADS Overview V 1.117
Introduction to SSID Enrollment
Key Procedures
LEAs may pre-enroll a student in CALPADS up to 6 months prior to the student’s first expected day of attendance (Student School Start Date) (4.1)
While LEAs may pre-enroll students in their local systems, SSID requests to CALPADS should be delayed until a date closer to student’s first expected day of attendance. This practice will reduce the number of “No Shows” and concurrent enrollment anomalies reported to CALPADS.
Essential 1: CALPADS Overview V 1.118
Introduction to SSID Enrollment
SSID & Enrollment Procedures AppendicesDocument Appendix Title
Appendix A LEA Responsible for Obtaining SSIDs for Special Education and Adult Students
Appendix B CALPADS Reporting for Special Education Students Being Served through a District-Level Special Education Consortium
.
Essential 1: CALPADS Overview V 1.119
Agenda
Introduction to CALPADS
Introduction to SSID Enrollment– Data Management Expectations– CALPADS SSID and Enrollment Procedures
State Reporting Calendar
Key Changes for Fall 1
Essential 1: CALPADS Overview V 1.1
Snapshot Collection Windows
Fall 1 Annual Enrollment Graduates and Dropouts Enrollment Subgroups
Fall 2 Course Enrollment Certificated Staff Assignments English Learner (EL) Services
Spring 1 English Language Acquisition Status Title III Eligible Immigrants
End of Year 1 Course Completion Career Technical Education (CTE)
End of Year 2 Program Participation
End of Year 3 Discipline and Truancy
End of Year 4 Waivers
Introduction to State Reporting
Which Data are Expected in 2011-2012?
Essential 1: CALPADS Overview V 1.1
Introduction to State Reporting
2010-2011 Snapshots Certification & Amendment CalendarCALPADS Submission
Census Day
Snapshot Collection Window
Certification Deadline
Amendment Window
Fall 1 October 5
Fall 2 October 5
Spring 1 March 1
EOY 1 none
EOY 2 none
EOY 3 none
EOY 4 none
See the CALPADS Submission Calendar for the current dates:
http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp
Essential 1: CALPADS Overview V 1.122
Agenda
Introduction to CALPADS
Introduction to SSID Enrollment– Data Management Expectations– CALPADS SSID and Enrollment Procedures
State Reporting Calendar
Key Changes for Fall 1
Essential 1: CALPADS Overview V 1.123
Data changes by content area:– Student Enrollment– Student Information– Student Programs
Content to be Presented
Key Changes with CALPADS
Essential 1: CALPADS Overview V 1.124
Data Information:– Students to whom the data applies– CALPADS element number, example: “1.15”
“1.” = CALPADS Data Submission File (see CFS)“.15” = Element number in the CALPADS File
Specifications– Applicable CALPADS SSID and Enrollment Procedure(s)– Applicable CALPADS Code Set– Applicable CALPADS Validation Error– Action needed to prepare for CALPADS submissions
Content to be Presented
Key Changes with CALPADS
Key Changes with CALPADS
Field # Titles1.04 Reporting LEA*1.05 School of Attendance*1.06 School of Attendance NPS1.07 Academic Year ID*1.08 SSID*1.09 Local Student ID*1.10 Student Legal First Name*1.11 Student Legal Middle Name 1.12 Student Legal Last Name*1.13 Student Legal Name Suffix Code1.14 Student Alias First Name1.15 Student Alias Middle Name
Essential 1: CALPADS Overview V 1.125
Student Enrollment (Applies to All Students)
Key Changes with CALPADS
Field # Titles1.16 Student Alias Last Name1.17 Student Birth Date*1.18 Student Gender Code*1.19 Student Birth City1.20 Student Birth State Province Code1.21 Student Birth Country Code*1.22 Primary Language Code*1.23 Student School Start Date*1.24 Enrollment Status Code*1.25 Grade Level Code*1.26 Student School Exit Date1.27 Student Exit Reason Code
Essential 1: CALPADS Overview V 1.126
Student Enrollment (Applies to All Students)
Key Changes with CALPADS
Field # Titles1.28 Student School Completion Status Code1.29 Expected Receiver School of Attendance1.30 Student Met all UC CSU Requirements Indicator
Essential 1: CALPADS Overview V 1.127
Student Enrollment (Applies to All Students)
Essential 1: CALPADS Overview V 1.128
Ensure data entry staff understand the following changes in the SENR validation rules:
SENR0203: Invalid Student School Exit Date for Student School Completion Status Code 108 (CAHSEE Exemption
SENR0204: Student School Exit Date must be between May 15 and August 15 when Student Exit Reason Code = N420 (No Show Same School)
Student Enrollment (Applies to All Students)
Key Changes with CALPADS
Essential 1: CALPADS Overview V 1.129
Ensure staff understand how to enroll preschool students 1.24 Enrollment Status Code (Procedure 2.2 , Appendix A)
– Code Set – Enrollment Status– Use Primary Enrollment (10) for special education and non-special
education students– For special education students that also receive services from
another LEA, that LEA is to use Secondary Enrollment (20) – Use Secondary Enrollment (20) for non-special education students
enrolled in a Head Start Program that also are primarily enrolled in the LEA preschool program
Student Enrollment (Applies to Preschool Students)
Key Changes with CALPADS
Essential 1: CALPADS Overview V 1.130
For preschool students being served through a District-Level Special Education Consortium
1.24 Enrollment Status Code (Procedure 2.2 and Appendix B)
– Request a CDS code for a “District Special Education Consortium School”
– Use Primary Enrollment (10) for special education students at the District Special Education Consortium School
– District of Special Education Accountability cannot have these students enrolled in CALPADS
Student Enrollment (Applies to Preschool Students)
Key Changes with CALPADS
Essential 1: CALPADS Overview V 1.131
Ensure staff understand how to enroll adult special education students
1.24 Enrollment Status Code– Code Set – Enrollment Status– Use Primary Enrollment (10)
1.25 Grade Level Code– Code Set – Grade Level– Use 12 (Twelfth Grade) or US (Ungraded Secondary)
Student Enrollment (Applies to Adult Special Education Students)
Key Changes with CALPADS
Essential 1: CALPADS Overview V 1.132
Use only for students who completed the highest grade offered at the school
1.27 Student Exit Reason Code (Procedure 5.3)– Code Set – Student Exit Category
Exit reason should be E230 (completer)
1.28 Student School Completion Status– Code Set – Student Completion Status
Enter appropriate school completion status
Student Exits (Applies to Graduates and Completers)
Key Changes with CALPADS
Essential 1: CALPADS Overview V 1.133
Essential 3 addresses common errors that occur in batch and online submission
Fall Error Corrections Q & A address common errors that occur in batch and online submission
Attend those trainings (WebEx or Self-Paced) or conference calls to learn how to fix the errors
Student Enrollment Submission Errors
Key Changes with CALPADS
Key Changes with CALPADS
Field # Titles2.04 Effective Start Date*2.05 Effective End Date2.06 Reporting LEA*2.07 School of Attendance*2.08 Academic Year ID*2.09 SSID*2.10 Local Student ID*2.11 Student Legal First Name *2.12 Student Legal Middle Name 2.13 Student Legal Last Name*2.14 Student Legal Name Suffix Code
Essential 1: CALPADS Overview V 1.134
Student Information (Applies to All Students)
Key Changes with CALPADS
Field # Titles2.15 Student Alias First Name2.16 Student Alias Middle Name2.17 Student Alias Last Name2.18 Student Birth Date*2.19 Student Gender Code*2.20 Student Birth City2.21 Student Birth State Province Code2.22 Student Birth Country Code*2.23 Primary Language Code*2.24 Student Hispanic Ethnicity Indicator*2.25 Student Ethnicity Missing Indicator*2.26 Student Race Code*
Essential 1: CALPADS Overview V 1.135
Student Information (Applies to All Students)
Key Changes with CALPADS
Field # Titles2.27 Student Race 2 Code2.28 Student Race 3 Code2.29 Student Race 4 Code2.30 Student Race 5 Code2.31 Student Race Missing Indicator*2.32 Grade Level Code*2.33 Primary Residence Category Code*2.34 Interdistrict Transfer Code2.35 District of Geographic Residence2.36 Residential Address Line 1*2.37 Residential Address Line 22.38 Residential Address City Name*
Essential 1: CALPADS Overview V 1.136
Student Information (Applies to All Students)
Key Changes with CALPADS
Field # Titles2.39 Residential Address State Province Code*2.40 Residential Address Zip Code*2.41 English Language Acquisition Status Code*2.42 English Language Acquisition Status Start Date*2.43 Student Proficient of Advanced for ELA Code2.44 Student Birth Country Special Circumstances
Indicator2.45 Student Initial US School Enrollment Date2.46 Enrolled in US School less than Three Cumulative
Years Indicator2.47 Student Initial Ninth Grade Entry Year2.48 CTE Pathway Code
Essential 1: CALPADS Overview V 1.137
Student Information (Applies to All Students)
Key Changes with CALPADS
Field # Titles2.49 CTE Pathway Completer Indicator2.50 Parent Guardian Highest Education Level Code*2.51 Guardian 1 First Name2.52 Guardian 1 Last Name2.53 Guardian 2 First Name2.54 Guardian 2 Last Name
Essential 1: CALPADS Overview V 1.138
Student Information (Applies to All Students)
Essential 1: CALPADS Overview V 1.139
Ensure data entry staff understand the following changes in the SINF validation rules:
2.45 Student Initial US School Enrollment Date (SINF0058)Required if English Language Acquisition Status = EL
2.42 English Language Acquisition Status Start Date (SINF0164)Required if English Language Acquisition Status Code is not equal to EO
SINF0213: SINF Record Effective Start DateCannot be prior to the English Language Acquisition
Status Start Date
Student Information (Applies to all students)
Key Changes with CALPADS
Essential 1: CALPADS Overview V 1.140
Ensure data entry staff understand the following changes in the SINF validation rules:
SINF0214: History of prior English Language Acquisition Status being overwritten by this submission (Warning)
SINF0215: English Language Acquisition Status Start Date Greater Than the Current System Date
SINF0216: Student Primary Language Code cannot equal English (00) or Sign Language (37) when English Language Acquisition Status Code equals EL, RFEP, or IFEP
Student Information (Applies to all students)
Key Changes with CALPADS
Essential 1: CALPADS Overview V 1.141
Fall Error Corrections Q & A address common errors that occur in batch and online submission
Attend those conference calls to ask and learn how to fix the errors
http://www.csis.k12.ca.us/e-learning/calpads-registration/
Student Information Submission Errors
Key Changes with CALPADS
Key Changes with CALPADS
Field # Titles3.04 Reporting LEA*3.05 School of Attendance*3.06 Academic Year ID*3.07 SSID*3.08 Local Student ID*3.09 Student Legal First Name *3.10 Student Legal Last Name*3.11 Student Birth Date*3.12 Student Gender Code*3.13 Education Program Code*3.14 Education Program Membership Code*3.15 Education Program Membership Start Date*
Essential 1: CALPADS Overview V 1.142
Student Program (Applies to All Students)
Key Changes with CALPADS
Field # Titles3.16 Education Program Membership End Date3.17 Education Service Academic Year3.18 Education Service Code3.19 California Partnership Academy ID3.20 Migrant Student ID3.21 Primary Disability Code3.22 District of Special Education Accountability
Essential 1: CALPADS Overview V 1.143
Student Program (Applies to All Students)
Essential 1: CALPADS Overview V 1.144
Ensure data entry staff understand the following changes in the SPRG validation rules:
SPRG0070: Open Education Program record exists with different Membership Start Date.
SPRG0149: Invalid California Partnership Academy ID.
SPRG0151: Invalid Education Program Code and California Partnership Academy ID combination.
SPRG0193: Invalid District of Special Education Accountability
Student Programs (Applies to All Students)
Key Changes with CALPADS
Essential 1: CALPADS Overview V 1.145
Essential 3 addresses common errors that occur in batch and online submission
Fall Error Corrections Q & A address common errors that occur in batch and online submission
Attend those trainings (WebEx or Self-Paced) or conference calls to learn how to fix the errors
Student Program Submission Errors
Key Changes with CALPADS
Essential 1: CALPADS Overview V 1.146
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
Essential 1: CALPADS Overview V 1.147
Fall 2, Spring, and EOY 1- 4 Training
Introduction to State Reporting
Submission Data Submitted Training Name
Fall 2
Course Enrollment Certificated Staff Assignments English Learner (EL) Services
•Data Population•Reporting & Certification
Spring 1
English Language Acquisition Status Title III Eligible Immigrants
•Reporting & Certification
End of Year 1
Course Completion Career Technical Education (CTE)
•To be announced
End of Year 2 Program Participation •To be announced
End of Year 3 Discipline and Truancy •To be announced
End of Year 4 Waivers •To be announced
Essential 1: CALPADS Overview V 1.148
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
Essential 1: CALPADS Overview V 1.149
Getting Started
Preparing for Essential 2 Training
Target AudienceLEA program and data management staff responsible for overall district enrollment, and LEA system administration staff
Topics Include: • System components• Home Page functionality• System navigation• System security set-up• Administration of access rights for users at the local level• Management of user contacts• Mapping of local codes• Reports and extracts• Data processing and management
Register for CALPADS Essential 2CALPADS Features, Key Concepts, and System Administration
Essential 1: CALPADS Overview V 1.150
Getting Started
Checklist Items To Complete
1. Download and review the CALPADS system documentation located on the CDE CALPADS web-site (http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp).
2. Schedule installation of student information system (SIS) updates (if applicable) to support CALPADS File Specifications.
3. Confirm client workstations used to access CALPADS meet the CDE’s minimum web browser requirements located on the CDE web-site (http://www.cde.ca.gov/re/di/ws/minbrowser.asp).
4. Plan staff time to attend the CALPADS training sessions(http://www.csis.k12.ca.us/e-learning/calpads-registration/).
5. Ensure the appropriate LEA staff have subscribed to the CALPADS-LEA listserv (http://www.cde.ca.gov/ds/sp/cl/listservs.asp).
Essential 1: CALPADS Overview V 1.151
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, & End-of-Year 1-4
Key Changes for Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
Essential 1: CALPADS Overview V 1.1
Resources
CDE CALPADS:– http://www.cde.ca.gov/calpads
CALPADS File Specifications, Code Sets, Data Guide, & Enrollment Procedures :– http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
Sign up for CALPADS listserv:– http://www.cde.ca.gov/ds/sp/cl/listservs.asp
CSIS CALPADS:– http://www.csis.k12.ca.us/library/calpads/
52
Essential 1: CALPADS Overview V 1.1
Resources
CALPADS File Upload Templates– https://www.calpads.ca.gov– Login, then click on the Help menu
CALPADS User Manual– https://www.calpads.ca.gov– Login, then click on the ? Menu
CALPADS Update FLASH– http://www.cde.ca.gov/ds/sp/cl/communications.asp
CALPADS Known Issues updates– http://www.cde.ca.gov/ds/sp/cl/knownissues.asp
53
Essential 1: CALPADS Overview V 1.1
Resources
CALPADS Support:– http://www2.cde.ca.gov/CALPADSHELP/DEFAULT.ASPX
CALPADS Training Registration page:– http://www.csis.k12.ca.us/e-learning/calpads-registration/
CALPADS Self-Paced Training:– http://www.csis.k12.ca.us/e-learning/sp-training/CALPADS
/sp-training.asp
CALPADS FAQs:– http://www.cde.ca.gov/ds/sp/cl/faq.asp
54
Essential 1: CALPADS Overview V 1.1
Resources
File
Fall Spring End of Year
1-Annual Enrollment Update/ Title III Eligible Immigrants
2-Course Enrollment/ Staff Assignment/ EL Services
1-English Language Acquisition/ Title III Eligible Immigrants
1- Course Completion/ Career Technical Education
2 -Program Participation
3- Discipline/ Truancy 4-Waivers
SSID/Enrollment R(1) U U U U U U
Student Information R(2) U R U U U U
Student Program R(3) U U U R
Student Health (4)
Course Section R R
Student Course Section R R
Staff Demographics R U
Staff Assignments R
Student Waivers R
Student Discipline R
CALPADS Data Collection Periods, Windows, and Required File Formats
Essential 1: CALPADS Overview V 1.1
Training Evaluation
http://www.csis.k12.ca.us/survey/calpads-training/
Please complete our survey
Essential 1: CALPADS Overview V 1.157
Questions