CALPADS Fall 2 Staff Data requirements

The purpose of this guide is to identify the necessary requirements for CALPADS Fall 2 reporting. The information is centered around teacher and administrator staff information and included staff demographics, staff assignments, and HQT data for course sections.

CALPADS requires schools to upload FOUR separate text files, each containing specific information related to staff demographics, assignments, and HQT data.

Ideally this information should be entered into your student information system (e.g. PowerSchool, Illuminate, Aeries) by the first Wednesday in October of each year so that the data can be extracted from PowerSchool and uploaded to CALPADS in order to meet the Fall 2 reporting deadline.

Part 1 - Staff Demographic data (SDEM report)

CALPADS uses approximately 10-12 different "data points" in order to satisfy the reporting requirements.

For credentialed teachers and administrators, this requires:

• Employee's First, Middle, and Last Names
• Their Staff ID number
• California SEID (State Educator Identifier #) - Certificated Staff Only
• Date of Birth
• Gender
• Highest degree earned (e.g. BA, MA, Ed.D., Ph.D.)
• Position Status (Tenured, Probationary, Temporary, etc)
• Date of hire for the District
• Date of exit/termination of the District (if applicable)
• Total number of years employed at school site (even for new employees, must be set at minimum of "1")
• Total Number of years as a California Teacher/Administrator (even for new employees, must be set at minimum of "1")

Part 2 - Staff Assignments (SASS Report)

Each full or part-time certificated employee needs to have an "assignment" associated with one or more schools or the district office.
Teachers with active rosters AND administrators MUST have an assignment record that is unique to each year.

A "regular" full-time teacher at a single site would have an "assignment" of 100%.

A part-time teacher might have a 50% assignment for the year.

An individual who is both teaching and serving as an administrator might be recorded as having a 50% teaching assignment, and then a 50% administrative assignment.

Staff Assignments MUST BE CLOSED TOO!

When a staff member is no longer employed at a school site, you must "de-activate" their record in PowerSchool so they can no longer access their gradebooks. Also, you need to place an end date in their CALPADS assignment page that matches their last day of employment.

Part 3 - Adding the HQT status to each SECTION taught by each TEACHER.

THIS IS SUBSTANTIALLY DIFFERENT FROM THE PROCESS IN AERIES, WHICH WAS CONSIDERABLY EASIER. In Aeries you could simply set this information at the TEACHER record and, based upon the course properties, it would automatically assign the correct HQT Code.

This is where the majority of the "work" takes place for Fall 2 CALPADS Reporting for Fall 2.

Notes:

For K-5 teachers, only the Home Room Section will carry the HQT status.

Also, if a teacher is qualified to teach one specific subject (e.g. Biology), but is also teaching a course OUTSIDE of their credential, they would be marked with the appropriate "Not Highly Qualified" for any course outside of the scope of their credentialled areas of expertise.

Example #1 Adding a New Employee to PowerSchool.

Example #2 Updating or modifying an existing Employee's staff information in PowerSchool.

Once their basic info is entered, you must also enter information on TWO Additional Screens:

On this screen, enter the following information:

• Highest Degree Code
• Total Years in this LEA
• Total Years of Educational Service.

CALPADS STAFF ASSIGNMENT SCREEN.

Part TIme vs. Full Time.

All teachers, regardless of assignment percentage, must be tagged as a teacher (Teacher -12 is the actual CALPADS designation)

Administrator Assignments

All administrators must be tagged as an administrator AND THEY MUST ALSO HAVE ONE OR MORE JOB CODES!

See the CBEDS assignment course code mapping for CALPADS to obtain the complete this of administrator job codes.

Example of teacher with

Classified Employees should also be added to your student information system.

For Classified Employees you will need to select the CBED-ORA Classified and Bilingual Paraprofessional Information link.

Classified staff are not reported to CALPADS, but are used for other State Reporting Purposes