CALPADS Changes for the 2014-2015 Academic Year and Q&A

TOM TORLAKSONState Superintendent of Public Instruction

CALIFORNIA DEPARTMENT OF EDUCATIONTom Torlakson, State Superintendent of Public Instruction

CALPADS Changes for the 2014-2015 Academic Year and Q&A

California Department of Education2014 Statewide Workshop Series


Introduction

Brandi Jauregui, Staff Information Systems Analyst

CALPADS/CBEDS/CDS Operations Office

Lead Analyst on the CALPADS Project since 2009

2


Agenda

• 2014-2015 CALPADS Major Changes Summary– Student Information File Changes– Student Enrollment File Changes– Student Program File Changes– Addition of new Student English

Language Acquisition File

• General CALPADS Q&A3


General Change Implications

• End-of-Year Submission window will be shortened (July 18th)– NO AMENDMENT WINDOW

• System shut down July 19th – July 28th to implement changes

4


CALPADS Data Takes Center Stage

• CALPADS data have become critical to funding, accountability, and assessment functions– Disadvantaged student counts for Local

Control Funding Formula (LCFF) supplemental and concentrations grants

– Student enrollment/exit, demographic, and program data are used to determine accountability subgroups

– Enrollment data will be used to register students for the Smarter Balanced computer-based assessments. 5


2014-15 Change Overview• High stakes data requires better quality. Highlights of the

2014 – 2015 changes include: – Redistribution of elements in the Student

Information (SINF) file • Reduces frequency of submission

– Utilizes students’ Grade Level from the Student Enrollment (SENR) record

• Easier to associate a grade level with a specific enrollment

– Requires enrollment records to be exited at the end of each school year

– Creates a new file - Student English Language Acquistion (SELA) file, for the submission of English learner data

• Reduces redundancy of records, increases data integrity 6


2014-15 Change Overview– Moves the District of Geographic Residence

and Student School Transfer (formerly Interdistrict Transfer Category) fields to the SENR file format

• Also adds two new Student School Transfer Codes to capture types of county office transfers for LCFF calculations

– Adds new education program codes and data elements to the Student Program (SPRG) file format and retires the Primary Residence Code.

• Homeless Program• Foster Program

7


Student Information File (SINF) Changes

8


Current SINFStudent Information File

• Grade Level Code• Interdistrict Transfer Code• District of Geographic

Residence

• Primary Language Code• English Language

Acquisition Status Code• English Language

Acquisition Status Start Date

• Primary Residence Category Code

• Student Proficient or Advanced for ELA Code

• Remove all filler fields

• Student Name Elements

• Student Birth Date• Student Gender Code• Student Birth City• Student Birth State or

Province• Student Race/Ethnicity

Elements• Parent Highest

Education Level• Parent/Guardian Name

Elements• Address Elements• Student Initial US

School Enrollment Date 9


NEW SINFStudent Information File

• Move to SENR• Grade Level Code• Interdistrict Transfer Code• District of Geographic

Residence

• Move to NEW SELA• Primary Language Code• English Language

Acquisition Status Code• English Language

Acquisition Status Start Date

• RETIRE• Primary Residence

Category Code• Student Proficient or

Advanced for ELA Code

• Remove all filler fields

• Student Name Elements

• Student Birth Date• Student Gender Code• Student Birth City• Student Birth State or

Province• Student Race/Ethnicity

Elements• Parent Highest

Education Level• Parent/Guardian Name

Elements• Address Elements• Student Initial US

School Enrollment Date

10


SINF – Change in Business Practice

Remaining information generally DOES NOT CHANGE

Only required for NEW SSIDs and not for existing students unless there is a change

Address info. should be updated annually (direct certification) Student Address file subtype will be

available for these changes

11


SINF – Change Benefits

• Reduces redundant data• Only static data remain in the SINF

• Reduces frequency of submission• Only required when data actually

change (e.g., student address)

• Moves elements that are known to change to other files

12


Change Detail Summary – Student Information File

13


Questions?

14


Student Enrollment (SENR) File Changes

15


SENR Grade Level Changes

Updated through the SENR Student School Start Date renamed

Enrollment Start Date Two new Exit codes

mid-year updates (E150) year-end enrollment exits (E155)

Convert students’ grade histories to align with their enrollment histories

16


SENR- Grade Level Business Practice Changes

LEAs must exit all students at the end of the year with E155 (Year End Enrollment Exit) and a date of the last day of school (if returning to same school) beginning in May 2014

LEAs must enroll/reenroll all students each year with the date of the first day of school and a new grade level (if changed)

SINF is NO LONGER REQUIRED ANNUALLY Any changes to grade data prior to 2014–15

can only be made online (no batch files)17


SENR - Grade Level Change Benefits

Makes a student’s grade level clear throughout the year Smarter Balance registration 4-year cohort graduation

rate Resolves summer concurrent

enrollment issue18


SENR Changes for Local Control Funding Formula (LCFF) District of Geographic Residence and

Student School Transfer fields are moved from SINF to SENR

Two new transfer codes are added for county office of education (COE) to indicate the type of transfer Students transferring to COE voluntarily

will be counted at districts of residence for supplemental and concentration grants

19


SENR - LCFF Business Practice Changes

• COEs must identify the following student populations for LCFF– Type “C” (expelled per Education Code

Section 48915, on probation, or probation referred)

– Juvenile Court students– All Others (voluntary transfers)

• These students will be counted at district of residence for supplemental and concentration grants.

20


SENR – LCFF Change Benefits

• Enables the collection of data required for LCFF calculations pursuant to statute

21


Change Detail Summary – Student Enrollment File

22


Questions?

23


Student Program (SPRG) File Changes

24


SPRG – Program Membership Code Changes

Changes to Use of Membership Code Certain programs will always be treated as “eligible”

and other programs will always be treated as “participating”

Data submitted in Education Program Membership Code field will be ignored

When a student exits a school, select program participation records will automatically be closed Title I Targeted Opportunity Program Pregnant or Parenting Transitional Kindergarten 504 Accommodation Plan Title I Part A Neglected California Partnership Academy

25


SPRG – Program Membership Code Changes

• Free or Reduced-Price Meal Program Records will now be closed automatically at the end of the year, regardless of exit code

26


SPRG – Program Membership Code Change in Business

Practice• LEAs no longer have to consider

whether to submit a program as eligible or participating

• LEAs no longer have to close program records when exiting a student

• LEAs no longer have to close NSLP records at the end of the year

27


SPRG – Program Membership Code Change Benefits

• Streamlines the rules for processing program data

• Saves time spent on closing program records

28


SPRG – Foster Program Change

Adding new foster program code Program Code 190 (Foster Program)

Adding new field, Student Foster Identifier (Client ID) Must be populated if this type of program

record is submitted Separate process to identify foster

students via a direct matching process with Department of Social Services

29


SPRG – Foster Program Change in Business Practice

• LEAs that identify foster youth – based on a local match conducted with their county welfare departments – who are not identified by the statewide match should submit a program record to CALPADS identifying the student’s foster status– Should ONLY include students placed into

foster care by court order– NOT students who are voluntarily placed– Currently working with legislative staff to clarify

the definition of “foster students” for LCFF

30


SPRG – Foster Program Change Benefits

• Provides LEAs that identify foster youth based on local matches conducted with county welfare departments with a way to submit students’ foster statuses to CALPADS for purposes of LCFF

31


SPRG – Homeless Program Change

Adding new homeless program code Program code 191 (Homeless Program)

Adding three new elements submitted for homeless students only Homeless Dwelling Type

Code values stay the same as previous homeless codes in Primary Residence Category

Unaccompanied Youth Indicator Runaway Indicator

32


SPRG – Homeless Program Change in Business Practice

• LEAs must collect two new statuses (unaccompanied youth and runaway) for homeless students; required for federal reporting

33


SPRG – Homeless Program Change Benefits More effectively maintains

homeless data Enables the collection of additional

information about homeless students required for federal reporting

34


Change Detail Summary – Student Program File

35


Questions?

36


Student English Language Acquisition (SELA) File

Changes

37


SELA - Changes

New Student English Language Acquisition (SELA) file will include: Primary Language Code English Language Acquisition Status

Code English Language Acquisition Status

Start Date

38


SELA – Change in Business Practice

Primary language will no longer be used as a weight in SSID scoring (removed from SENR)

Records should only be submitted when there is a change in status and upon creation of a new SSID

“To Be Determined” will only be allowed as the first status for a new SSID

The SSID extract will include students’ current ELAS facilitating upload of this data in local systems

When LEAs submit a duplicate ELAS with a later start date, CALPADS will inform the user that the data will be ignored.

39


SELA – Change Benefits Removing the primary language from SSID

scoring will improve the list of students available for matching

Processing the SELA in a transactional manner will make it clear when students’ statuses change

Including the ELAS in the SSID Extract will enable LEAs a way to update their systems with the ELAS of new students

Reduces the amount of redundant data currently in CALPADS

40


Change Detail – Student English Language Acquisition file

41


General CALPADS Q&A

42


Contact InformationCALPADS/CBEDS/CDS Operations Office

Brandi Jauregui, Staff Information Systems Analyst [email protected] * 916-327-7367

California School Information Services (CSIS)916-325-9200 (Main Line)

CALPADS Support [email protected]

43

CALPADS Changes for the 2014-2015 Academic Year and Q&A

Documents

Transcript of CALPADS Changes for the 2014-2015 Academic Year and Q&A