CALPADS STATE REPORTING FALL 1 Snapshot

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CALPADS STATE REPORTING - FALL 1 Snapshot

• CALPADS
• Training 4c

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Contents

• This module includes the following
• Introduction to FALL 1 Snapshot
• Data Expectations for the FALL 1 Snapshot
• Snapshot Extraction Criteria Effective Date
  Parameters
• Data Submission to the ODS for FALL 1
• Key Points

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INTRODUCTION to FALL 1 SNAPSHOT
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Snapshot Criteria Parameters
WHAT IS THE FALL 1 SNAPSHOT?
Snapshot A set of data extracted from ODS tables
and moved to the State Reporting Snapshot
Database tables at a particular point-in-time,
based on a set of predefined extraction criteria
and effective date parameters to meet a set of
specific State Reporting requirements

• The Fall 1 Snapshot provides an LEAs ..
• enrollment count that includes every student who
  is active on the current academic year Census Day
  (i.e., first Wednesday in October)
• enrollment count for specific subgroups in the
  enrollment count, including Title III Eligible
  Immigrants, Gifted and Talented Education Program
  eligible, Free or Reduced Price Meal Program
  eligible, Title I Part C Migrant eligible,
  Special Education Program eligible, Limited
  English Proficient, Socio-economically
  Disadvantaged, and English Learners
• count of students who graduated during the prior
  academic year, and other school completers
• count of students exited as dropouts from the
  prior academic year

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Introduction
FOCUS OF THE SNAPSHOT
FALL 1 Summary counts as of Census Day
certified by each LEA for the following data
groups ..

• Enrollment - Current School Year
• Graduates and Dropouts - Previous School Year
• Successful High School Completers - Previous
  School Year

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Introduction
FOCUS OF THE SNAPSHOT (cont)
The Previous School Year (for counting dropouts
and graduates) is defined as the Dropout/Graduate
Reporting Cycle. It provides the timeframe for
the identification of .

• Students who graduated during the prior school
  year
• Students who completed the prior school year
  without graduating
• Students who exited as dropouts from the prior
  school year

Dropout/Graduate Reporting Cycle The time
period used to examine student school exits to
determine which students are reported as dropouts
and graduates
Cycle August 16 of Year 1 to August 15 of
Year 2 (i.e., the school year in which the count
is being reported)
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Introduction
FOCUS OF THE SNAPSHOT (cont)

• The ENROLLMENT data group is certified with the
  following report which includes student subgroups
  of ..

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Introduction
FOCUS OF THE SNAPSHOT (cont)
The GRADUATE AND DROPOUT data group is certified
with the following report which includes the same
student subgroups ..
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Introduction
FOCUS OF THE SNAPSHOT (cont)
The SUCCESSFUL HIGH SCHOOL COMPLETERS data group
is certified with the following report which
includes these subgroups ..

• Completers
• All Graduates
• Graduates Met UC/CSU Requirements
• Passed CHSPE
• Completed GED
• Special Educ Certificate of Completion

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Introduction
FOCUS OF THE SNAPSHOT (cont)
All of the summary data group counts presented
are certified at each of the following levels

• Total by LEA
• Total by Grade
• Total by Gender
• Total by Ethnicity/Race

Note that the Certification Reports use these as
data filters
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DATA EXPECTATIONS of the FALL 1 SNAPSHOT
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Data Expectations
STUDENT PROFILE DATA

• The data needed to create the Fall 1
  Certification Reports is captured in the ODS as a
  part of a Students Profile. It is used to
  determine the students to be included in the
  Snapshot as well as the students to be reported
  in the Subgroups.

STUDENT PROFILE

• Student Enrollment
• Student Information
• Student Programs

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Data Expectations
COUNTS BY STUDENT GROUP

• Students are included in count subgroups based on
  the effective dates of their data

• Students are included in the subgroups for
  ENROLLMENT based on their status in the group as
  of the date of the count (i.e. Census Day)
• Student are included in the subgroups for
  DROPOUTS and GRADUATES based on their status in
  the group at any time during the Dropout/Graduate
  Reporting Cycle

• Many of the subgroups require multiple data
  elements from the Student Profile to make the
  determination as indicated on the following
  slides

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Data Expectations
ENROLLMENT / GRADUATE / DROPOUT DATA

• English Learners

• English Language Acquisition Status EL

Title III Eligible Immigrants

• Enrolled in US School Less Than Three Cumulative
  Years Indicator Y
• Student Birth Country Code not United States
• Enrollment Status Code 10 (Primary)
• Student Age 3-21 (inclusive)
• Grade Level Code Not AD

Gifted and Talented Education

• Education Program Gifted and Talented Education

Title I Part C Migrant

• Education Program Title I Part C Migrant

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Data Expectations
ENROLLMENT / GRADUATE / DROPOUT DATA
Special Education

• Education Program Special Education

Limited English Proficient

• English Language Acquisition Status EL or RFEP
• AND
• Student Proficient or Advanced for ELA Code No

Socio-Economically Disadvantaged

• Parent/Guardian Highest Education Level 14 (Not
  a High School Graduate)
• OR
• Education Program Free or Reduced Price Meal
  Program

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Data Expectations
SUCCESSFUL HS COMPLETER DATA
All Graduates

• Student Exit Reason Code E230 (CompleterExit)
  and Completion Status Code 100 (Graduated,
  Standard HS Diploma)
• Student Exit Reason Code E230 (CompleterExit)
  and Completion Status Code 250 (Adult Ed High
  School Diploma)

Graduates That Met UC/CSU Requirements

• Student Included in All Graduates count
• AND
• Student Met all UC CSU Requirements Indicator
  Yes in Student Enrollment record

CHSPE

• Student Exit Reason Code E230 (CompleterExit)
  and Completion Status Code 330 Passed CHSPE
  (and no standard HS diploma)

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Data Expectations
SUCCESSFUL HS COMPLETER DATA
GED

• Student Exit Reason Code E230 (CompleterExit)
  and Completion Status Code 320 Completed GED
  (and no standard HS diploma)

Special Education Certificate of Completion

• Student Exit Reason Code E230 (CompleterExit)
  and Completion Status Code 120 Special
  Education certificate of completion

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Data Expectations
DROPOUT DATA

• Exited as follows during the Dropout Reporting
  Cycle for the Reporting Year
• Enrollment Status Code Primary
• Grade 7, 8, 9, 10, 11, 12 or US
• Student Exit Category E140, E300, E400, N420,
  T270, T380, T460 or E230 with School Completion
  Status 104 or 360
• Student School Exit Date a date included in the
  Dropout Reporting Cycle
• Did not re-enroll during the Dropout Reporting
  Cycle
• Any subsequent Student School Start Date is gt
  last date in the Dropout Reporting Cycle (Note
  Students who re-enrolled after the Cycle end date
  and withdrew before Census Day will be considered
  as dropouts in the next Reporting Year)
• Are not enrolled on Census Day
• The enrollment period of any subsequent
  enrollment does not include the Census Date
  during the Reporting Year

Dropout
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Data Expectations
DROPOUT DATA

• Students who successfully completed the previous
  school year and did not begin attending the next
  grade in the current school
• Student Exit Category N420 (No Show Same School)

Dropout Same School No Show
Dropout Other

• Students who meet the definition of a dropout and
  who do not meet the definition of Dropout Same
  School No Show
• The following are not counted as LEA dropouts .
• Pre-enrolled students who never attended the
  school and do not fit the criteria of Exit Reason
  Code N420
• Student Exit Category N470
• Student School Exit Date Student School Start
  Date or Student School Exit Date is one day prior
  to Student School Start Date

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Data Expectations
DROPOUT DATA for STATE COUNT
The state count of dropouts includes

• Matriculated No Shows counted as State level
  dropouts if CALPADS does not identify a
  subsequent enrollment
• Student Exit Category E230 (Completer Exit)
• School Completion Status 480 (Promoted-matricula
  ted)

• LEA Reported Dropouts adjusted as follows ..

• Re-Enrolled Dropout removed - Any student
  reported as a dropout by a school district will
  not be counted as a dropout if a subsequent
  enrollment in another school is found in the
  statewide FALL 1 data
• Lost Transfers added - An LEA reported that the
  student transferred to another California (CA)
  public school with Exit Category
• T160 Transferred to another CA public school.
• T165 Transferred to another CA public school due
  to disciplinary reasons
• and no subsequent enrollment record was found
  prior to the census date of the reporting year

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Data Expectations
REPORTING DATA
All reports filter data by one or more of these
elements
This data is not certified in FALL 1. It is
included in Certification Support Reports for
validation support.
All summary data group counts on Certification
Reports are certified at each of these levels.
Graduating Class Year
Grade
Interdistrict Transfer Code
Ethnicity/Race
Primary Residence Category
Gender
District of Geographic Residence
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Data Expectations
DATA ELEMENTS EXPECTED

• SSID Enrollment
• SSID
• School of Attendance
• School of Attendance NPS
• Student School Start Date
• Enrollment Status
• Student School Exit Date
• School Completion Status
• Graduates Met UC/CSU Requirements
• Student Programs
• Education Program
• Education Program Membership Code
• Education Program Membership Start Date
• Education Program Membership End Data

• Student Information
• Student Name
• Birth Date
• Primary Language Code
• Grade Level
• Ethnicity/Race
• Gender
• English Language Acquisition Status
• Parent Guardian Highest Education Level
• Student Proficient or Advanced for ELA Code
• Enrolled in US School Less Than Three Cumulative
  Years Indicator Y
• Student Birth Country Code not US
• Graduating Class Year
• Primary Residence Category
• Interdistrict Transfer Code
• District of Geographic Residence

Not certified / Certification Support Reports
only
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SNAPSHOT EXTRACTION CRITERIA EFFECTIVE DATE
PARAMETERS
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Snapshot Criteria Parameters
SNAPSHOT COLLECTION WINDOW for 2009-2010
Certification Window Start Date 10/7/09
Certification Window End Date
12/11/09 Amendment Window Start Date
12/12/09 Amendment Window End Date 01/15/10
Data Collection Window Period during which a
Snapshot Collection occurs

Certification
Note The actual dates are currently being
finalized by the CDE
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Snapshot Criteria Parameters
EFFECTIVE DATE PARAMETERS for 2009-2010
The FALL 1 reports use the following parameters
to identify the data to be used to represent a
specific point in time or the data to be included
for a period of time
Reporting Year The School Year in which the data
collection is occurring, beginning with July 1
2009-2010
Report Date The As Of Date for the Reports
point-in-time data
Census Day of current School Year (i.e.10/07/2009)
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Snapshot Criteria Parameters
EFFECTIVE DATE PARAMETERS for 2009-2010
Report Period All calendar dates included within
the Report From Date and the Report Through Date
(i.e. Report Date), inclusive
Report From Date First day of Dropout/Graduate
Reporting Cycle Report Through Date Census Day
Dropout/Graduate Reporting Cycle The time
period used to examine student school exits to
determine which students are reported as dropouts
and graduates
August 16 of Year 1 (08/16/2008) to August 15 of
Year 2 (08/15/2009) (i.e. the Reporting Year)
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Snapshot Criteria Parameters
STUDENTS INCLUDED for 2009-2010
Students Included The students to be included in
the Snapshot Collection. The students included
will vary depending on the reporting requirements
for the Snapshot Collection.
Open Enrollment A student school enrollment that
has not been exited as of a specified point in
time. The last possible enrollment date in a
student's enrollment is the date on which the
exit is posted.
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Snapshot Criteria Parameters
DATA INCLUDED for 2009-2010
Data Included The data that will be extracted
from the ODS for a specific Snapshot Collection
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Snapshot Criteria Parameters
EXPECTED SCHOOLS for 2009-2010

• Schools Included
• Certain schools are excluded from the requirement
  to submit data for a specific Snapshot Collection
  or for a particular data type within a Snapshot
  Collection
• See CFS at http//www.cde.ca.gov/ds/sp/cl/systemdo
  cs.asp

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DATA SUBMISSION to the ODS for FALL 1
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Data Submission FALL 1
CONFIRMATION OF ENROLLMENT

• FALL 1 requires up-to-date Student Profile data
  in the ODS for each SSID included in the
  Snapshot. It does not require a re-submission of
  the Student Profile data that has been maintained
  on an on-going basis.
• FALL 1 does assume that the ongoing maintenance
  of Student Profile data includes an update to a
  currently enrolled students grade level for each
  school year. The FALL 1 Snapshot considers this
  as a confirmation of a students current year
  enrollment. This is referred to as a Positive
  Enrollment Confirmation.

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Data Submission FALL 1
CONFIRMATION OF ENROLLMENT (cont.)
Positive Enrollment Confirmation Current
enrollment is confirmed by CALPADS as follows
SSID has a Student Enrollment and Student
Information record with effective dates that
include the Fall Census Date (i.e. Report Date)
and the Student Information grade level data
element has an Effective Start Date between July
1 of the Reporting Year and the Fall Census Date,
inclusive.

• Note
• For students whose grade levels are not changing,
  LEAs should submit to the ODS student information
  records that reflect each students same grade,
  but a different school year.

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Data Submission Fall 1
STUDENT INFORMATION UPDATES
When current year enrollment is being confirmed
by and LEA with the Student Information record,
other data can be updated to reflect any changes
that will be needed to report the SSID accurately
for the FALL 1 Snapshot. The data in the Student
Information input file that is needed for
Certification Reports is identified below, along
with the required file data. While all of an
SSIDs data should be checked for changes, the
data that is likely to change yearly is indicated
also.
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Data Submission Fall 1
STUDENT INFORMATION UPDATES (cont)
CConditional on another field
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Data Submission Fall 1
STUDENT INFORMATION UPDATES (cont.)
Yearly Changes Likely
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Data Submission Fall 1
DATA SUBMISSION CONTENT
Students Who are Currently Enrolled on Census
Day If not previously reported to CALPADS,
submit the following to the ODS for each student
who is enrolled and receiving instruction /
services as of Census Day ..

• SSID Enrollment record with enrollment period
  that includes Census Day
• Student Information record with effective dates
  that include Census Day and with an Effective
  Start Date for grade level between July 1 of the
  Reporting Year and the Fall Census Date,
  inclusive (i.e. a positive confirmation of
  current year enrollment)

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Data Submission Fall 1
DATA SUBMISSION CONTENT (cont)
Students Who are Currently Enrolled on Census Day
(continued) If not previously reported to
CALPADS, submit the following for each student
who is enrolled and receiving instruction /
services as of Census Day ..

• Student Program records that have a program
  membership period which includes Census Day for
  ..
• Title I Part C Migrant eligibility
• Gifted and Talented Education eligibility
• Special Education eligibility
• Free or Reduced Lunch Program eligibility with
  start date on or after July 1, 2009 (i.e.
  Reporting Year)

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Data Submission Fall 1
DATA SUBMISSION CONTENT (cont)
Students Who Exited During the Report Period
(First Day of Dropout/Reporting Cycle through
Census Day) If not previously reported to the
ODS, submit the following for each exited student

• All SSID Enrollment records that were effective
  during the Report Period
• All Student Information records that were
  effective during the Report Period
• All Student Program records that were effective
  during the Report Period

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Data Submission Fall 1
FALL 1 PREPARATION
Traditional Method

• CALPADS will accept SSID Enrollment records
  submitted in batch to the ODS for all students
  expected for FALL 1, along with the required
  Student Information and Student Program records.

CALPADS Method
FALL 1 expects up-to-date Student Profile data in
the ODS for each SSID. It does not require a
re-submission of the Student Profile data that
has been maintained on an on-going basis. Only
records that contain data that are different from
the data already in the ODS are needed.
Therefore, if there are no changes to report,
there is no need to submit records.
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Data Submission Fall 1
FALL 1 PREPARATION (cont.)

• The method for meeting the requirements for the
  FALL 1 Snapshot is an LEAs choice ..

• For an LEA with a local Student Information
  Management System (SIS), the choice may be
  determined by the way the SIS produces the
  CALPADS input files. A system that is able to
  determine what has been submitted to CALPADS
  already may choose to submit only updates. A
  system that is not able to (or chooses not to)
  determine what has been submitted already may
  choose to submit all required data, including
  data that has already been submitted.
• For other LEAs, the choice may be to use only an
  on-going data management method, which eliminates
  the need to manually prepare large quantities of
  data for the FALL 1 Snapshot.

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DATA SUBMISSION GUIDES
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Data Submission Guides
QUICK GUIDES

• Task oriented guides are being produced that will
  capture the steps taught in training for
  completing CALPADS tasks, such as .
• Enroll New Student
• Transfer a Student to a New School
• Exit a Student
• Delete Incorrect Data

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Data Submission Guides
DATA RECONCILIATION GUIDE
Additional information will be available to
assist in the initial reconciliation of local
data with CALPADS data. Differences may exist due
to ..

• Data Conversion
• SRRTS Start Date Processing vs. SIS Start Date
  Processing
• New enrollments since SRRTS stopped issuing SSIDs
• Student data changes not made in SRRTS

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Data Submission Guides
SYSTEM DOCUMENTATION

• The following are available to provide specifics
  on the CALPADS System and the procedures that
  guide your interaction with CALPADS ..
• CALPADS File Specifications (CFS)
• CALPADS Code Sets
• CALPADS Valid Code Combinations
• CALPADS SSID and Enrollment Procedures
• CALPADS Data Guide
• http//www.cde.ca.gov/ds/sp/cl/systemdocs.asp

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KEY POINTS
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Key Points

• Ongoing and timely maintenance of Student Profile
  data reduces the amount of data that needs to be
  submitted when the Snapshot Window opens for the
  FALL 1 Snapshot Collection from the ODS
• FALL 1 does not require a re-submission of the
  Student Profile data that has been maintained on
  an on-going basis
• FALL 1 does assume that the ongoing maintenance
  of Student Profile data includes an update to a
  students grade level for each school year. The
  FALL 1 Snapshot considers this as a confirmation
  of a students current year enrollment (i.e.
  Positive Enrollment Confirmation)

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Questions
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Updates
RECORD OF CHANGES