CALPADS File Submission Content Overview for SSIDonly LEA

1
CALPADS File Submission Content Overview for
SSID-only LEA

• The session will begin in a few minutes.
• Please be sure you have printed the session
  handouts
• Training Session Presentation
• Selected CALPADS Data Elements
• State Data Collections Transitioning to CALPADS
• Gap Analysis Tool

2
Session Purpose

• To provide an overview of the proposed CALPADS
  file formats
• Session will NOT
• Cover data population rules
• Cover translation rules
• Cover technical specifications such as user
  interfaces
• Cover every data element in the file formats
• Fully equip you for CALPADS reporting

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Objectives

• Which file formats are expected
• When those files are expected to be submitted
• Differences from what you may be collecting
• Rationale for changes
• State-level collection transitions
• Local preparation

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Submission Timeline
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Local Implications CALPADS Changes

• Work with SIS Vendors for CALPADS Updates
• Schedule and install updates
• Determine how changes are made to state code sets
• If using Custom SIS
• Identify needed changes
• Develop, test and implement changes

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Local Implications CALPADS Changes

• Local Support
• Update local forms as needed
• Update procedures manuals and other support tools
• Train staff on changes

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Local Implications Data Submissions

• Create or revise existing Data Management
  Calendar to address
• Timeline for analyzing CALPADS requirements
• Timeline for conducting gap analysis
• Timeline for auditing data on an ongoing basis
• Who is responsible for each action

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Local Implications Data Submissions

• Create 2009/10 Data Management Calendar to
  address
• Timeline for meeting submission requirements
• Timeline for review, correction, and approval of
  submissions
• Timeline for updating data on an on-going basis
• Who is responsible for each action

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State Data Collections Transitioning to CALPADS

• Sections of Part I of the Consolidated
  Application
• Majority of the CBEDS CDIF, SIF, and PAIF
• Sections of the Carl Perkins Data System
• Student National Origin Report (SNOR)
• Parts of the Language Census

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Local Implications CALPADS Reporting

• CALPADS is changing HOW you will collect and
  report data. Consider
• Establishing a data management teamwith
  representation across functional departments and
  schools
• Increasing depth and breadth of communication
  within your LEA
• Understand that data collections are
• No longer stand alone collections
• Ongoing throughout the school year

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Best Practices Cohort Project
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Best Practices Cohort Project - Purpose

• To improve local data management practices
• To better prepare local education agencies to
  meet state reporting requirements and prepare for
  the California Longitudinal Pupil Achievement
  Data System (CALPADS)
• To improve local data quality so data may be used
  for decision making

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To Participate in the BP Cohort

• Visit http//www.csis.k12.ca.us/bp-cohort/default.
  asp
• Complete the Letter of Intent and the W9 form
• Submit both to CSIS per instructions
• Sign contract once it is emailed from Kern County
  Superintendent of Schools

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New Federal Requirements Race and Ethnicity
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New Federal RequirementsCollecting and
Reporting Race and Ethnicity

• A two-part question will be required to collect
  race and ethnicity information from students and
  staff.
• Race and ethnicity data will be aggregated and
  reported using 7 categories.
• There will be no category for Unknown or
  Decline to State.

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New Federal RequirementsCollecting and
Reporting Race and Ethnicity

• Re-identification using the final guidance is not
  required.
• Schools and districts must begin collecting race
  and ethnicity data according to the final
  guidance beginning in 2009-2010 with CALPADS
  implementation.
• Original individual documents supporting the
  reporting of race/ethnicity should be retained
  for a minimum of 3 years.

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New Federal Requirements The Two-part
Race/Ethnicity Question

• Please answer both questions 1 and 2.
• 1. Are you Hispanic or Latino? (choose only one)
• No, not Hispanic or Latino
• Yes, Hispanic or Latino
• 2. What is your race? (choose one or more)
• American Indian or Alaska Native
• Asian
• California law requires continued collection of
  Asian subcategories
• Black or African American
• Native Hawaiian or Other Pacific Islander
• California law requires continued collection of
  Pacific Islander subcategories
• White

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The New Federal RequirementsWhat Do the
Aggregate Reporting Categories Look Like?

• Hispanic or Latino of any race and, for
  individuals who are non-Hispanic/Latino only,
• American Indian or Alaska Native
• Asian
• Black or African American
• Native Hawaiian or Other Pacific Islander
• White
• Two or more races

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The New Federal Requirements What Does This Mean
For Me?

• Make sure your student and human resources
  information systems can capture the data
  according to the new scheme.
• Make sure student enrollment forms and staff
  personnel documents include the two-part
  question, where appropriate.
• Review your existing databases for missing race
  and ethnicity information.
• Train your staff.
• Be prepared to make the change beginning in 2009.

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The New Federal Requirements I Need More
Information

• Get more detailed information from Federal
  sources at
• http//www.ed.gov/policy/rschstat/guid/raceethnici
  ty/index.html (Outside source)
• http//nces.ed.gov/pubs2008/2008802.pdf (Outside
  source)
• Send your questions to Marsha Devine at
  CALPADS_at_cde.ca.gov, subject line, Race Ethnicity
  Federal Guidance

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Content to be Presented

• For each file, will highlight
• ONLY selected elements
• Element number
• Public name
• Definition (on handout)
• Change
• Rationale for change
• Local Implications

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SSID Enrollment File
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Purpose of the SSID Enrollment File

• To request SSIDs
• To report annual enrollment
• To update enrollment changes

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Fields Where Code Sets Have Changed
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Element 1.23

• Student School Start Date
• Change LEAs currently report enrollment date
  only
• Rationale To promote consistency in the data
  being collected.

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Element 1.24

• Enrollment Status Code
• Change Adding two enrollment types
• Short-term Enrollment
• Receiving Specialized Services Only (CAHSEE
  Intensive Instruction)
• Rationale Allows for additional enrollment types

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Element 1.28

• Student School Completion Status
• Change Used in conjunction with Student Exit
  Reason Code
• Rationale Allows more flexibility for students
  who may have completed but returned and exited
  again (e.g. GED, then returns for diploma)

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Element 1.29

• Expected Receiver School of Attendance
• Change Applies to two scenarios
• Expelled students going to Educational Options
  schools (juvenile hall, community schools)
• Students leaving Educational Options schools
  (juvenile hall, community schools)
• Rationale Needed to track high-risk students

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Local Implications SSID Enrollment

• CALPADS has new and revised data elements and
  code sets.
• Best Practice is to map CALPADS data to your
  Systems of Record and identify
• Who is responsible?
• How is it collected?
• Where is it stored?
• Timeline for collection?Gap AnalysisTool Demo

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Student Information File
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Purpose of the Student Information File

• Provide additional student information (e.g.
  demographics, EL, immigrant status) after SSID
  assignment
• To update changes in student information
• To report required NCLB elements

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Fields Where Code Sets Have Changed
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Element 2.34

• Interdistrict Transfer Code
• Change May not be currently collected at all
• Rationale Required for federal reporting on
  School Choice and Persistently Dangerous Schools

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Element 2.35

• District of Geographic Residence
• Change Required for all interdistrict transfer
  students
• Rationale Required for state reporting on
  interdistrict transfers

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Elements 2.36 2.40

• Residential Address
• Change Will be collected for all students except
  homeless
• Rationale Needed for Direct Certification

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Element 2.42

• English Language Acquisition Status Start Date
• Change Will be collected all students for every
  status (EO, EL, IFEP, RFEP)
• Rationale Needed for Federal Title III reporting

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Element 2.44

• Student Ineligible SNOR Indicator
• Change Collected for foreign born U.S. citizens
• Rationale Needed for Student National Origin
  Report

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Element 2.47

• Student Expected Graduating Class Year
• Change Collected for all students 7-12
• Rationale Needed for graduation rates

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Elements 2.48 2.49

• CTE Pathway Code and Pathway Completer Indicator
• Change
• Pathway must be indicated for CTE Concentrators
• Pathway Completion Indicator must be set for
  students passing local skill assessment.
• Rationale Needed for Carl Perkins reporting

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Local Implications Student Information

• Race/Ethnicity changes to student and staff
  forms
• Adopt Postal Addressing Standards for student
  addresses http//pe.usps.gov/cpim/ftp/pubs/Pub28/p
  ub28.pdf

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Student Program File
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Purpose of the Student Program File

• To collect program eligibility and participation
  data
• To update program eligibility and participation
  data
• To meet state and federal reporting requirements

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Program Data to be Collected in the Fall
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Program Data to be Collected in End-of-Year
44
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Element 3.13

• Education Program Code
• Changes
• Some Educational Options Programs will now be
  collected at student level
• Neglected and Delinquent Programs will be
  collected at student level
• Rationale Will provide more accurate program
  participation for federal and state reporting

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Educational Options
47
Educational Options
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Elements 3.14 3.16

• Education Program Membership Code
• Change For each program, LEAs must specify
  eligible or participating
• Education Program Membership Start and End Dates
• Change Collected for each Membership Category
  Code for each program
• Rationale Better data quality

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Element 3.17

• Education Service Code
• Changes
• New student-level element
• Categories modified from the Consolidated
  Application
• Rationale To build in more flexibility for
  future state and federal reporting

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Element 3.18(High School Only)

• California Partnership Academy ID
• Change New student-level element
• Rationale To identify Academies offered at LEAs
  and counts of students in those academies

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Element 3.19

• Migrant Student ID
• Change May not be currently stored in SIS
• Rationale Needed for federal reporting and cross
  validation with state Migrant data system

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Element 3.21

• District of Special Education Accountability
• Change Formerly known as District of Residence
• Rationale Needed to make distinction between
  District of Geographic Residence

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Local Implications Student Program

• COMPLETE student enrollment is a multiple step
  process
• Enrollment File
• Download SSIDs to local SIS
• Information File
• Program File
• Clearly communicate
• Program Eligibility (NSLP GATE)
• Program Participation

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Local Implications Student Program

• Where you code information in your SIS may change
  (i.e. Independent Study)
• If data location changes, local queries will need
  to change (i.e. reconcile counts)

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Student Discipline File
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Purpose of the Student Discipline File

• To collect student discipline information to meet
  state and federal reporting requirements
• To collect truancy data to meet state and federal
  reporting requirements
• Only required for the most severe offense for a
  single incident

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Fields Where Code Sets Have Changed
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Elements 4.13, 4.14, 4.17

• Disciplinary Incident ID Local, Disciplinary
  Incident Occurrence Date and Weapon Category
  Code
• Change New student-level element
• Must assign a Local ID to each incident
• Must include the date the incident occurred
• Weapon Category Code expanded
• Rationale Needed to meet federal reporting
  requirements

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Elements 4.20 4.21

• Disciplinary Action Duration Days and Student
  Instructional Support Indicator
• Change New student-level elements
• Rationale Needed to meet federal reporting
  requirements on placements after disciplinary
  actions for Special Education students

60
Element 4.23

• Student Truant Indicator
• Change New student-level element
• Rationale Needed to meet federal reporting
  requirements

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Local Implications Student Discipline

• Ensure consistency in how discipline is entered
  in SIS
• Ensure required information is reported and local
  use data isnt
• Protect privacy
• Include Child Welfare and Attendance staff on
  Data Management Team
• Consider expanding local code sets

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Student Waiver File
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Purpose of the Student Waiver File

• To collect CAHSEE waiver information
• To streamline reporting to the State Legislature

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Element 6.13

• Education Regulatory Exemption Code
• Change CAHSEE Waivers will be collected here
  rather than in an Exit Category
• Rationale Will allow flexibility in CALPADS to
  accommodate additional waiver data

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Elements 6.14 6.15

• Education Regulatory Exemption Outcome Code
• Education Regulatory Exemption Outcome Start
  Date
• Change May not be currently collected
• Rationale Needed for state reporting to the
  legislation

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Student Health FileOPTIONAL
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Staff Demographics File
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Element 7.08

• Statewide Educator Identifier (SEID)
• Change Required for
• All certificated staff
• Non-certificated administrators and non-core
  charter teachers if their data are being reported
• Rationale To link staff data with CALTIDES

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Elements 7.28 7.29

• Staff Employment Start Date and Staff Employment
  End Date
• Change Not currently collected on the PAIF
• Rationale Needed to help track mobility

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Local Implications Staff Demographics

• Hispanic Ethnicity/Racial Category change
  requires hiring form revisions
• SEID Lookup Websitehttps//info.ctc.ca.gov/fmi/x
  sl/SEIDLookup/lookup.xslSee item 28 in the SEID
  FAQs

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Local Implications Staff Demographics

• Coordinate with the entity (COE or HR Office)
  that maintains your staff data to identify
• What data is needed
• When the data is needed
• What format will be used to exchange data

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Staff Assignment File
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Purpose of the Staff Assignment File

• To collect non-teaching assignment information
  for certificated staff

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Fields Where Code Sets Have Changed
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Element 8.14

• Educator Job Classification FTE Percentage
• Change Will not be collected at assignment level
  only Job Class level (e.g. 50 teacher, 50
  administrator)
• Rationale Will lessen burden on LEAs

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Elements 8.15 8.21

• Non Classroom Based Job Assignment Code
• Change Teaching assignments will be collected in
  the Course Section record
• Rationale This file must only contain
  non-classroom based or support assignments (e.g.,
  Department Chair, Counselor, etc.)

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Local Implications Staff Assignments

• Coordinate with the entity (COE or HR Office)
  that maintains your staff data to identify
• What data is needed
• When the data is needed
• What format will be used to exchange data

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Course Data in CALPADS
COURSE File The organization of subject matter
taught at a school Master Course Catalog
COURSE SECTION File A unique instance of a Course
taught by one or more teachers, in a specific
location, at a particular time Master Schedule
STUDENT COURSE SECTION File A Course Section
assigned to a particular student Student Course
Schedules
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Course File
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Purpose of the Course File

• To collect Fall course enrollment data
• To collect End-of-Year course completion data

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Fields Where Code Sets Have Changed
82
Element 9.11 (High School Only)

• Course Content Code
• Change To qualify a course as a CTE Section
  course
• Rationale To capture CTE courses that may not be
  in the CTE Section of the assignment codes

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Element 9.13

• CTE Technical Preparation Course Indicator
• Change Qualifies a CTE Course as a Tech. Prep.
  course
• Rationale Required for Carl Perkins reporting

84
Local Implications Course

• Establish a single course master for the entire
  district
• Promote consistency in course coding across all
  LEA schools, including charters
• Leadership involvement is needed for both policy
  and implementation
• Additional work will be needed if you have
  placeholder courses (i.e. lunch, homeroom, after
  school, etc) in your SIS

85
Course Section File
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Purpose of the Course Section File

• To include course section information for Fall
  course enrollment data
• To include course section information for
  End-of-Year course completion data
• To collect HQT information

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Fields Where Code Sets Have Changed
88
Element 10.11

• State Educator Identifier (SEID)
• Change Requires a SEID for certificated staff
• Rationale Identifies staff member teaching
  course section
• In the case of distance learning courses, this
  would be the certificated classroom monitor

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Element 10.13

• Class ID
• Change Requires that the SIS be able to uniquely
  identify a Class
• Rationale Will be used for average class size
  and studentteacher ratio

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Element 10.16

• Language of Instruction Code
• Change Collected at the course section level
• Rationale Will be used for the annual Language
  Census in primary language instruction counts

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Element 10.17

• Instructional Strategy Code
• Change Includes values for English learner
  strategies, and special education
• Rationale These strategies are attributes of the
  course section rather than an individual student

92
Element 10.18

• Independent Study Indicator
• Change New field to capture whether or not a
  course section is taught by way of independent
  study
• Rationale To allow for the collection on
  independent study data separate from
  instructional strategy

92
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Element 10.19

• Distance Learning Indicator
• Change Previously identified at the teacher
  level
• Rationale To provide a more accurate count of
  courses being taught via distance learning.

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Element 10.20

• Multiple Teacher Code
• Change Identifies when there are multiple
  teachers assigned to one class.
• Rationale Helps in determining studentteacher
  ratio

95
Element 10.21

• Education Program Funding Source Code
• Change Identifies if the course section is
  funded by the CA Partnership Academy or
  Specialized Secondary Program
• Rationale Gives us a more accurate count of
  participants in these two programs.

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Element 10.22

• CTE Course Provider Code
• Change
• Identifies if the CTE course is a district course
  or offered at a ROP
• ROP data are currently not collected in CBEDS.
• Rationale Data needed for Carl Perkins reporting

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Local Implications Course Section

• Work with vendor and staff on assignment of Class
  ID, for example
• French 4 5 combined class
• Self-contained classrooms
• High School Block Schedule
• HQT has a larger code set
• Prepare to report all the options
• Review and update HR forms

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Student Course Section File
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Purpose of the Student Course Section File

• To identify student course section information
  for Fall course enrollment data
• To identify student course section information
  for End-of-Year course completion data

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Element 11.16

• Academic Term Code
• Change Requires the Academic Term be populated
  when sending course completion records
• Rationale Helps identify courses completed
  during specific terms in an academic year

101
Elements 11.17, 11.18, 11.19

• Course Completion Elements
• Student Credits Attempted
• Student Credits Earned
• Student Course Final Grade
• Change Required for course completion for grades
  7-12 (except alternative ed. classes)
• Rationale Allows for analysis of statewide
  course completion

102
Elements 11.20

• Student Course Section Final Grade Type
• Change Required for course completion for grades
  7-12 (except alternative ed. classes)
• Rationale Identifies the grading scale used by
  the LEA

103
Element 11.21

• UC/CSU Admission Requirement Code
• Change Identifies specific UC/CSU requirement
  met for a specific student
• Rationale Needed for post-secondary records
  transfer (e.g., CALPASS and eligibility in local
  context)

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Local Implications Student Course Section

• Need to plan for the following
• Assignment of course sections for self-contained
  classrooms
• Reporting grades and credits (7-12 only)
• Change in where programs are reported (i.e.
  Independent Study)

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Assessment (Pre-ID) FileCurrently in development
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Best Practice Cohort Project

• Your only designated funding source to prepare
  for CALPADS
• CSIS Best Practices Cohort
• http//www.csis.k12.ca.us/bp-cohort/default.asp
• Email bpcohort_at_csis.k12.ca.us

107
Resources and Contacts

• CALPADS
• http//www.cde.ca.gov/calpads
• CALPADS File Specifications Code Sets (draft)
  ftp//ftp.cde.ca.gov/calpads-sis/cfs
• E-mail calpads_at_cde.ca.gov
• CALTIDES
• http//www.cde.ca.gov/ds/td/lo/caltides.asp
• E-mail caltides_at_cde.ca.gov
• OPUS
• http//www.cde.ca.gov/ds/td/lo/opus.asp
• E-mail cdecsis_at_cde.ca.gov

108
Resources and Contacts

• NCES Publication Safety In Numbers
• http//nces.ed.gov/pubSearch/pubsinfo.asp?pubid20
  02312
• SEID Lookup
• https//info.ctc.ca.gov/fmi/xsl/SEIDLookup/lookup.
  xsl
• E-mail HDESK_at_ctc.ca.gov
• Postal Addressing Standards
• http//pe.usps.gov/cpim/ftp/pubs/Pub28/pub28.pdf
  
• Education Data Newsletter
• http//www.cde.ca.gov/ds/sd/cs/

109
Where You Get More Information from CDE
Brandi Jauregui BJauregu_at_cde.ca.gov
916.323.5298 Paula Mishima PMishima_at_cde.ca.go
v 916.319.0779
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Where You Get More Information from CSIS
CSIS Support support_at_csis.k12.ca.us 916.325.9210
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