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CALPADS Update FLASH #153

End-of-Year 3 Updates and Reminders

CERT125 Will Be Disabled and CERT127 Will Become Fatal

In analyzing the 2017–18 End-of-Year (EOY) 3 certified data, the California Department of Education (CDE) found that a significant number of local educational agencies (LEAs) did not report suspension records in the Student Discipline (SDIS) file for students who were reported as attending in-house suspension or absent due to an out-of-school suspension in the Student Absence Summary (STAS) file. To further enforce the alignment of discipline incidents to absence summary data, the CDE will implement for the 2018–19 EOY 3 submission, the following changes to existing validations:

  • Disable certification validation rule (CVR) CERT125 (Missing In-School Suspension Data for a student who was reported as attending in-school suspension).
  • Merge the CERT125 validation into CERT127 (Student Discipline Data for a student who was reported as absent due to either out-of-school suspension or in-school suspension).
  • Adjust CERT127 to take into account in-school or out-of-school suspensions that result from an incident that occurred in the prior school year on or after April 1. This will address the legitimate scenario where a student committed an offense in the prior school year, but the suspension was enforced in the next school year.
  • Change CERT127 from a warning to a fatal error.

The CDE will be sending letters to the superintendents of LEAs with discrepancy rates of 10% or greater (the total number of students with suspension days in STAS divided by the number of those students without a discipline record in SDIS), to inform them of the potential under-reporting of suspensions in 2017–18, and that this under-reporting may also impact the LEA's and school's 2019 suspension rate indicator on the California School Dashboard, which is based in part on change from the prior year.

Carefully Review CERT071 Warnings

Many LEAs certified that schools in their district had no discipline records to report. This would have triggered CERT071 – No Discipline Data Submitted for a School. It is important that LEAs pay attention to this warning. If LEAs receive this warning, they should review certification report 7.3 – Discipline Actions – Count, and ensure that the schools reporting no discipline records (all columns have zeros), indeed have no discipline records to report. It should be noted that in 2018–19, it will be less likely for schools to have no discipline records to report, since LEAs are now required to report all incidents regardless if they resulted in a disciplinary action of suspension or expulsion. (See Flash #145 for more information.)

Appropriate Application of Disciplinary Actions

LEAs are reminded that current law prohibits students in certain grades from being suspended or expelled for certain statutory offenses. Specifically:

  • California Education Code (EC) Section 48900(k)(2) prohibits students enrolled in grades K–3 from being suspended solely for willful defiance (CALPADS code 511). Current law (EC 48910), however, does allow teachers to remove students in grades K–3 from class for willful defiance, which may result in an in-school or out-of-school suspension; therefore some suspensions of K–3 students for willful defiance are allowed.
  • EC Section 48900(k)(2) prohibits students in K–12 from being expelled solely for willful defiance.
  • EC Section 48900.2, (sexual harassment/CALPADS code 403), EC Section 48900.3 (hate violence/CALPADS code 505), and EC Section 48900.4, (harassment, threats, or intimidation/CALPADS code 506), prohibits students in grades K–3 from being suspended or expelled solely for these offenses.

LEAs should ensure that their local discipline policies reflect current law and that students are not inappropriately suspended or expelled. Once data are submitted to CALPADS, LEAs can review the individual students who were suspended/expelled for these offenses by viewing CALPADS Report 7.5 Discipline Offenses – Student List and filtering on Student Offense codes 403, 505, 506, and 511.

It should also be noted that while EC Section 48915(c)(4) (sexual assault/CALPADS Code 401, or sexual battery/CALPADS Code 400) does not restrict the suspension or expulsion of students to certain grades, it seems unlikely that young children would have committed such offenses. Since LEAs have reported students in grades K–3 as being suspended or expelled for these offenses, LEAs may also want to review their policies and procedures to ensure that students, especially young children, are suspended for appropriate offenses. If students are found to have committed such offenses, any discipline procedures should include a discussion with legal counsel as to whether such cases should be adjudicated through the juvenile justice system prior to expulsion.

Reporting Disciplinary Actions for Students at Nonpublic, Nonsectarian Schools (NPS)

As announced in Flash #145, LEAs are required to report suspension and expulsion data for students attending Nonpublic, Nonsectarian Schools (NPS) beginning with the 2018–19 End-of-Year 3 submission. The CDE will be providing technical assistance to the NPS schools, which will include providing them the Student Discipline (SDIS) file so that they will know what to send to each district whose students they serve.

Questions: CALPADS/CBEDS/CDS Operations Office | | 916-324-6738

Last Reviewed: Monday, March 11, 2019 

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CALPADS Update FLASH #152

Data Collection in CALPADS for Adult-age Students

In California, public K–12 local educational agencies (LEAs) serve three types of adult-age students:

  1. Students with disabilities in postsecondary/transition programs enrolled in K–12 schools and programs.
  2. Adult-age students attending charter schools with exclusive partnerships with one of the following programs:
    1. Workforce Innovation and Opportunity Act (WIOA)
    2. JobCorps
    3. California Conservation Corps
    4. YouthBuild
  3. Adult-age students attending Adult Education Programs (AEPs) funded with Adult Education Program funding.

Recently, there has been confusion about which of these adult-age students should be reported to CALPADS. The purpose of this communication is to clarify some of these issues.

Postsecondary/Transition Students

These students with disabilities have individualized education programs (IEPs), are 17 to 21 (inclusive) years of age, and are enrolled in K–12 schools or programs and receive special education services specifically focused on the student's transition from secondary education to career and college.

LEAs receive K–12 apportionment funding for these students and therefore these
adult-age students should be reported in CALPADS as follows:

  • Enrollment Status of 10 – Primary
  • Grade level of 12
  • Postsecondary/Transition Status Indicator set to "Y" – Yes (available for population in CALPADS in May 2019).
  • Enrollment at the school where they receive the majority of their special education instruction and related services; or if they receive the majority of their instruction and services directly through a district-level program, the student should be enrolled in CALPADS at the district level.

Students meeting these criteria will be excluded from the graduation rate denominators for traditional and Dashboard Alternative School Status (DASS) schools after their initial graduation cohort year.

Adult-age Students Attending a Charter School in an Exclusive Partnership

K–12 charter schools in exclusive partnerships with one of the following programs can enroll students of any age:

  • Workforce Innovation and Opportunity Act (WIOA)
  • JobCorps
  • California Conservation Corps
  • YouthBuild

LEAs receive K–12 apportionment funding for these students and therefore these adult-age students should be reported in CALPADS as follows:

  • Enrollment Status of 10 – Primary
  • Grade level that is representative of their credits-based grade level (7–12)
  • Enrollment at the charter school

Adult-age Students Enrolled in an Adult Education Program

Adult Education Programs (AEPs) funded with Adult Education Program funding serve students 18 and older. These students are typically participating in one of these programs:

  • Adult Literacy/High School Diploma
  • English as a Second Language/Citizenship
  • Adults with Disabilities (no longer on individualized education programs [IEPs])
  • Career Technical Education/Apprenticeships
  • Parenting, Family, and Consumer Awareness
  • Older Adults

As described in CALPADS Flash #149, beginning in July of 2019, LEAs will be required to obtain statewide student identifiers (SSIDs) for adult students attending AEPs administered by K–12 LEAs if 1) they do not have an SSID already; and 2) if they have no social security number documented in the Comprehensive Adult Student Assessment System (CASAS). LEAs are only required to obtain SSIDs for these adult-age students, and no other data on these adult-age students need to be submitted or maintained in CALPADS. As described in CALPADS Flash #149, LEAs should obtain SSIDs for these adult-age students by:

  • Enrolling the student at the LEA's Adult Education Program (AEPs should have a county-district-school code)
  • Enrolling the student with an Enrollment Status of 20 – Secondary (see Note below)
  • Enrolling and exiting the student using the same date
  • Using Grade level of AD (Adult)

Note: Beginning in 2019–20, there will be a new enrollment status of 50 – Non-ADA Enrollment Status; once this enrollment status is available, LEAs should enroll these adult students using Enrollment Status 50.

Questions: CALPADS/CBEDS/CDS Operations Office | | 916-324-6738 

Last Reviewed: Thursday, March 7, 2019 

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E-Rate New Flash Issue 19-04, March 8, 2019

E-RATE NEWS FLASH
Contents:
  • Announcements 
  • Funding Commitment Summary
  • Pending Dates and Deadlines
  • Upcoming Training Events
  • E-rate Process: Activities to Work on Now

Announcements
CALNET 3 Contract Extensions Posted
Many public agencies including public schools and libraries utilize the state master contract CALNET 3 for the purchase of broadband and telecommunications services, some of which may be eligible for E-rate discounts. California's Department of Technology has recently posted extensions to CALNET 3 through June 30, 2020, on the California Department of Technology website. California E-rate applicants citing the CALNET 3 contract on their Funding Year 2019 FCC Form 471 funding requests will want to download copies of the contract amendments reflecting the contract extensions for their E-rate records. The contract amendments are located under the separate "Amendments" sections under Category 1 and Categories 2-7, and under each eligible provider. Check the amendment carefully to ensure the extension cited is through June 30, 2020.

FCC Form 471 Filing Window Closes March 27
USAC has announced that the FCC Form 471 filing window for Funding Year 2019 opened on Wednesday, January 16, 2019, at 12:00 noon EST (9:00 a.m. PST) and will close on Wednesday, March 27, 2019, at 11:59 p.m. EDT (8:59 p.m. PDT). FCC Form 471 applications must be certified within an applicant's E-rate Productivity Center (EPC) portal within these dates in order to be considered to be filed "within window."

California Funding Commitment Summary 
Funding Year 2018 
USAC released FY2018 Wave 47 Funding Commitment Decision Letters (FCDL) on March 1, 2019. As of March 1, FY2018 California commitments total over $273 million.

Pending Dates and Deadlines 
Funding Year 2017 Non-Recurring Services Extended Invoice Deadline
In general, the deadline for invoicing USAC for FY 2017 non-recurring services was January 28, 2019. Applicants and service providers that requested and were approved for the single one-time 120-day extension now have an invoice deadline of May 28, 2019. Any additional invoices filed after May 28, 2019, will not be accepted by USAC and require an approved waiver from the FCC of the invoice deadline extension rule. Note that the FCC will only issue waivers of the invoice deadline for extraordinary circumstances.

FCC Form 486 and Urgent Reminder Letters
FCC Form 486 must be filed 120 days from the date of the issuance of the Funding Commitment Decision Letter ("FCDL") or the start date of E-rate eligible services, whichever is later. For ongoing recurring services, starting on July 1, 2018, the following deadlines have passed or are approaching in the next month.
Waves #      FCDL
      Date
                    Form 486 Due Date
1-304/20-11/5/18      Deadline passed for services starting July 1, 2018
31  11/12/18      3/12/19
32  11/19/18      3/19/19
33  11/23/18      3/23/19
34  11/30/18      3/30/19
35  12/07/18      4/06/19
36  12/14/18      4/13/19

USAC issues FCC Form 486 Urgent Reminder Letters to applicants that appear to have missed the deadline to certify an FCC Form 486. Applicants missing these or earlier deadlines should closely monitor their News Feed in the EPC for an FCC Form 486 Urgent Reminder Letter. This letter will allow the applicant a 15-day extension to submit an FCC Form 486 without penalty.
USAC calculates the date to issue this letter based on the service start date reported on your FCC Form 471. If your actual service start date is later than the date you reported on FCC Form 471 then the deadline may not have passed. In this case, you are responsible for calculating your actual deadline as USAC will not issue additional reminder letters. You can use the 486 Deadlines Tool to calculate your specific deadline.

If you miss the deadline, the service start date will be adjusted to 120 days prior to the date that the Form 486 was actually certified which will likely reduce the funding commitment.

Upcoming Training Events
Numerous training opportunities available for E-rate applicants are coming soon.

USAC E-rate Program Applicant Training Series
USAC has posted its 2018 E-rate Program Applicant training materials recordings.

K12HSN Webinars
K12HSN Webinars
  • Submitting Corrections and Understanding and Responding to USAC's Reviews
04/11/2019 at 2:00 p.m.
Recordings of previous webinars are posted on the K12HSN website.

EducationSuperHighway Webinars
EducationSuperHighway Webinars
Recordings of previous webinars are posted on the EducationSuperHighway website.

E-RATE Process: Activities to Work on Now
Late-Window FCC Form 471 Filing Tips and Next Steps 
As the FCC Form 471 deadline approaches on March 27, applicants should allow for adequate time to complete the necessary information on their applications and to submit and certify by the deadline to be considered "within window."

Review of Existing Services/Contracts
Review and verify contracts for all eligible services expected to continue through the next funding year (July 1, 2019, through June 30, 2020). Review bills for service and ensure funding requests filed include all eligible services and costs expected, including taxes and surcharges. If you find discrepancies and have already certified your FCC Form 471 funding requests, you may either submit corrections via a Receipt Acknowledgement Letter (RAL) correction, or submit a new FCC Form 471 with the correct information prior to the filing deadline. USAC will require you to cancel any duplicate funding requests.

New Services and Estimating Taxes and Surcharges
Review any bids and/or new contracts for service to ensure they are complete and include the entire costs of all services you expect to order in the 2019 funding year. If they do not include estimated taxes and surcharges, make sure to include these estimates in your funding requests. Some E-rate eligible services, such as Internal Connections, are subject to California sales tax, while recurring broadband services may be subject to California Public Utilities Commission surcharges. If you are in any doubt as to whether or not your services will be subject to these, contact your awarded service provider for clarification.

Review Certified Applications and File Corrections
Once you have certified your FCC Form 471 application, it is a good idea to review the application for any errors. You may do this by reviewing the live FCC Form 471 in the EPC or by reviewing the PDF version of the original application. From your Billed Entity's home page in EPC, select the FCC Forms menu to access the Funding Year 2019 certified forms. Each form filed will have a hyperlink taking you to the live form that you may click through to verify information, and which also has a PDF link to the original form which you may download.
If you do identify an error, you may submit a request for correction through the Receipt Acknowledgement Letter (RAL) Correction process. Note that only certain FCC Form 470 or FCC Form 471 ministerial and clerical errors may be corrected. If your error does not meet these criteria, it is better to file a new FCC Form 471 with the correct information prior to the filing deadline and to ask USAC to cancel the application that was filed in error. Any errors found after the filing deadline of March 27 must be corrected through the RAL process. Note that RAL corrections may be submitted to USAC up until a Funding Commitment Decision Letter is issued on the FCC Form 471 application.

Respond to USAC Program Integrity Assurance (PIA) Review
All FCC Form 471 applications undergo Program Integrity Assurance (PIA) review. In some instances, USAC reviewers may reach out to the Contact person listed on the FCC Form 471 to ask questions about the application and/or request documentation to substantiate the eligibility of services, the eligibility of entities receiving services, and the data used to calculate the E-rate discount. Applicants have 15 days to respond to USAC's request for information, and may request an additional seven-day extension. While responses to USAC's questions occur in EPC, the outreach from USAC will be sent to the Contact's e-mail address. Failure to respond to USAC's questions will lead to the denial of the FCC Form 471 funding requests.
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CALPADS Flash #150 - February 15th, 2019

 Spring 2019 Training Offered:CALPADS Course Codes, Assignment Monitoring and LCAP Federal Addendum Equity Data Training

Beginning in March 2019, California Department of Education (CDE) and Commission on Teacher Credentialing (CTC) staff will be conducting training sessions at county offices of education (COEs) throughout California. The training sessions will cover:

  • The new State Assignment Accountability System (CalSAAS)
  • Changes in the California Longitudinal Pupil Achievement Data System (CALPADS)
  • Changes to the state course codes and descriptions

The CalSAAS will use data from the CTC and the CDE to identify potential misassignments and provide a communication platform for counties and school districts to address and resolve them. In addition, CDE staff will be providing information about the Promoting Equitable Access to Teachers (PEAT) Program and Title I equity reporting requirements on the Local Control and Accountability Plan (LCAP) Federal Addendum.

Please visit the CDE CALPADS Training web page at https://www.cde.ca.gov/ds/sp/cl/training.asp for dates and COEs where training sessions will be provided, as well as registration links (if available).



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CALPADS Flash #149 - February 14, 2019

File Name: calpadsupdflash14_20190214-213924_1
File Size: 142 kb
Download File

Date: February14,2019
To: Local Educational Agency (LEA) Representatives

From: California Department of Education (CDE) —
California Longitudinal Pupil Achievement Data System (CALPADS) Team

Guidance for Assigning Statewide Student Identifiers (SSIDs) for Adults Students in CALPADS

Beginning in 2019–20, public K–12 local educational agencies (LEAs) that administer Adult Education Programs (AEPs) are responsible for acquiring statewide student identifiers (SSIDs) for adult students who do not have an SSID, or who do not have a social security number (SSN) in the California Community College Adult Education Data System (California Education Code Sections 52523 and 78401).

Fulfilling this responsibility will require a collaborative effort between the AEP staff and CALPADS staff. It is a local decision as to whether this work is conducted by CALPADS staff or AEP staff. If the decision is for AEP staff to conduct this work, the LEA CALPADS administrator must grant the appropriate roles in CALPADS to AEP staff to search for and assign SSIDs, and is responsible for training, overseeing, and ensuring appropriate use of CALPADS by those staff.

One-time Process

Currently, LEA AEPs submit student-level data to the California Adult Student Assessment System (CASAS) TopsPro Enterprise (TE). To assist LEAs in identifying adult education students who currently do not have SSNs or SSIDs, in the next few months, CASAS will provide to each LEA AEP, an extract of adult education students who do not have SSNs, and who do not already have an SSID in TE. For each of these students, CASAS will provide a file with the following:

  • Student Legal First Name
  • Student Legal Last Name
  • Student Birth Date
  • Student Gender Code

Once the file is received, the LEA AEP should collaborate with the LEA's CALPADS Administrator to search for an existing SSID in CALPADS, and update their local adult education student information system with the SSID if one is found.

If an SSID is not found, the LEA should request an SSID by:

  • Enrolling the student using Enrollment Status Code of 20 (Secondary Enrollment) in the LEA's Adult Education Center/Program (AEC should have a county-district- school code).
  • Assigning the student in a grade level of AD (Adult).
  • Exiting the student in the same record, using the enrollment date as the exit date
    and student Exit Category Code 170 – SecEnrlExit.
  • Uploading the SSID to the LEA's adult education information system.
    LEAs should then return the extract received from CASAS back to them with the SSIDs.
  • NOTE: LEAs may begin searching for/requesting SSIDs for adult students at any time, and do not have to wait for the file from CASAS to begin the process.

Ongoing Process

LEAs will need to acquire SSIDs for adult students enrolled in their AEP on an ongoing basis. AEP staff will have to work with the LEA's CALPADS staff to search for or acquire SSIDs for new adult education students. As noted above, it is a local decision as to whether this work is conducted by CALPADS staff or AEP staff. If the decision is for AEP staff to conduct this work, the LEA CALPADS administrator must grant the appropriate roles in CALPADS to AEP staff to search for and assign SSIDs, and is responsible for training, overseeing, and ensuring appropriate use of CALPADS by those staff.

Beginning in 2019–20, a new enrollment status of 50 (Non-ADA Enrollment Status) will be available to use instead of enrollment status 20. 

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Deadline to extract CELDT data December 2018

Dear Local Educational Agency (LEA) Coordinator:

This is a reminder that the California English Language Development Test (CELDT) contract will officially end on December 31, 2018. The CELDT website and secure District Portal (www.celdt.org) will close as of that date and all data and CELDT Program information will no longer be available.

LEA Coordinators should access the CELDT website and District Portal before December 31 to obtain information and data files and/or order electronic data files and/or copies of paper reports prior to December 31.

Refer to the Download and Order CELDT Reports Before the End of the Year email posted on the Communications Log for more information.

For inquiries about this process, please contact the CELDT Customer Support Center by phone at 866-850-1039 or by email at .

Sincerely,

CELDT Project Team

Educational Data Systems

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CALPADS Flash # 143

CALPADS Status and Common Problems

As of Monday, October 8th, CALPADS has been up and running. The CALPADS team has mitigated the issue of users suddenly receiving an error message when working in the system; until the issue is fully resolved, we estimate that approximately 10% of users may experience an instance where CALPADS momentarily presents an error message.Should this occur, the user should log back into CALPADS. Our number one priority continues to be to fully address this problem, but note that this may take a few days.

All CALPADS LEA Administrators with a current application on file with the CDE have now been issued an account. If you submitted an LEA Administrator application and have not received an email from CALPADS with your new account, please send in a service ticket to .  

As we work through the transition to the new system, please note the following:

  • Reporting of issues: If you encounter difficulties as you work in CALPADS, please first consult the CALPADS Known Issues list to determine if the problem has already been reported and documented. You can find the Known Issues list via the CDE CALPADS web page at https://www.cde.ca.gov/calpads; select the link for Known Issues. In the table below, we have listed some of the most common problems currently on the Known Issues list, along with a target date for resolution.
  • Bookmark the home page of the new CALPADS system, not the login screen. If you are having difficulty logging in, verify that the URL says: https://www.calpads.org
  • CALPADS LEA Administrators may potentially see users who are not associated with their LEA in the User Management List. This is a result of the new security module allowing “one-to-many” LEA associations.
    • Please note that users on the list who are not associated with your organization are not authorized to view your reports or edit any of your data.
    • To limit the results in the list to users associated only with your LEA type in your email domain (e.g., @fcmat.org) into the Email/Username box, then click Search.

    Below is the list of common problems (known issues) for which you do not need to send in a service ticket:

    List of Commonly Encountered Defects

    Title

    Target Fix Date

    Work-Around

    Unable to request SSID Extract and Rejected Records Extract by Job ID/Submitter.

    10/12/2018

    None at this time.

    Accountability reports not displaying or Access denied.

    10/12/2018

    None at this time.

    ODS Extract Downloads - Need to default to .txt file type extension to open in a text file.

    10/23/2018

    None at this time.

    OM Dates displayed incorrectly: Student Enrollment/Demographics/SELA: Initial US Enrollment Date differs in grid vs modal.

    10/12/2018

    None at this time.

    Server Application error accessing 0.0 - Candidate List Report.

    10/12/2018

    None at this time.

    Certification Status: Snapshot Create Date displays in UTC.

    10/23/2018

    None at this time.

    SENR SSID Enrollment ODS Extract - Unable to request file by Date Range.

    10/23/2018

    None at this time.

    Job is not posting - status stays "in Review."

    10/23/2018

    None at this time.

    SENR0005: IVR is triggering for NPS school.

    10/23/2018

    None at this time.

    Forward slash (/) in file name causes jobs to get stuck "In Queue."

    10/12/2018

    Save file without forward slashes in the name.

    CALPADS Student data export to TOMS/ELPAC is not working.

    10/11/2018

    None at this time.

    SELA0285: IVR False triggering (batch).

    10/23/2018

    None at this time.

    0.1 Student Submission Error Report: Job ID missing from SENR Submission Error Report.

    No ETA

    None at this time.

    Direct Cert: Certification Status Code filters do not work

    No ETA

    None at this time.

    Fall 1 Access denied message displays for Snapshot report 8.1c Student profile dropouts-State

    No ETA

    None at this time.

    Next Steps

    Below are some suggested steps once you log in:

    • Establish an LEA Admin account and assign roles. For a refresher, view this 5-minute video entitled Quick Demo: LEA Admin First Login, on the CSIS CALPADS Training Channel: https://youtu.be/Eza-yQmLc5I (5 minutes)
    • Prepare local extracts and upload files to CALPADS.
    • Review the CALPADS Known Issues list when encountering problems.
    • Firefox and Chrome are the recommended browsers; Internet Explorer (IE) may cause errors or unexpected behavior.

    CALPADS Deadline Dates

    We appreciate your patience as we work through this transition. We understand that the timing of the transition was not optimal, but were constrained by resources and the critical importance of giving LEAs until September 14, 2018 to update the data required for the 4-year Adjusted Cohort Graduation Rate needed for the California School Dashboard. In addition, this is a phased transition, with Fall 2 and End-of-Year (EOY) features (including historical reports) to be implemented by the end of the year. Given the transition, the CDE is discussing the most appropriate deadlines for the upcoming Fall 1 and Fall 2 submission.

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Using ELPAC data in CALPADS

 August 2018 "Data for the English Language Proficiency Assessments for California (ELPAC) in CALPADS presentation.

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ELPAC Networking Meeting - LACOE 12/12/18

Please see the attached flyer for information about the ELPAC Networking Meeting being held on December 12, 2018.

Location: Los Angeles County Office of Education

9300 Imperial Highway, Education Center Room 107

Downey, CA 90242

Time: 9am – 11:30 am

Registration link: https://asm.lacoe.edu/asm/registrant_create.pl?workshop=172i250

Thank you. 

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CALPADS Information Meeting - October 3rd, 2018

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CALPADS Flash #142 - Sept 20, 2018

Some LEAs Require an Updated CALPADS LEA Administrator Application

The CDE is updating all LEA CALPADS Administrator applications to ensure that current applications are on file. LEAs that do not have a current CALPADS LEA Administrator application on file were sent an email last week directing them to submit a request for an application to the CALPADS Service Desk. Once you receive the application, it is important that you return it as soon as possible because you will not be issued a new CALPADS account until an approved application is on file. We are working to respond immediately to application requests and to expeditiously process completed applications; however, there is currently a seven day backlog of these tickets. You do not need to resend the service ticket if the CDE has not yet responded.

If you did not receive an email requesting that you submit a new application, it is not necessary to submit a new application.

All CALPADS LEA Administrators Will Need New Accounts; Completion of Essential 2 or Fall 1 Advanced Training Is Required to Receive New Account

CALPADS has a new security model, and all CALPADS LEA Administrators are required to attend training prior to being given an account to the new system.

CALPADS LEA Administrators who are experienced users should attend Fall 1 Advanced, where the Fall 1 changes for the year and new security set up will be covered. Essential 2 can be substituted for the Fall 1 Advanced to learn about the new User Management functionality if you find those session times are better for your schedule.

CALPADS LEA Administrators who are new to CALPADS or feel they need a more in-depth training, should sign up for Essential 2, followed by Fall 1 Reporting and Certification.

When you attend a training session, it is important to include your first and last name when logging in to the event, so that we can track attendance for each individual.

CALPADS LEA Administrators who have attended training and have a current application on file will receive an account to the new environment on October 3rd. These users will receive an email with instructions on how to set up their password and a link to the new site; the confirmation link in the email will expire within 24 hours.

Once the LEA Admin account is established, you will need to create new accounts and add roles for any local users who may need access to the system.

Updated Timeline for CALPADS Down Time

As noted in Flash 141, CALPADS will be taken offline on September 21 at 5:00 p.m. The file upload function will be disabled at 3:00 p.m. to allow for all jobs to finish posting. The revised re-open date is October 3, 2018.

Registration for CALPADS Information Meeting (CIM) Now Open

The Fall CALPADS Information Meeting (CIM) is scheduled for Tuesday, October 2, 2018.

Registration for the October 2 CIM is now open on the FCMAT/CSIS Events web page at http://csis.fcmat.org/Pages/Events.aspx. The draft agenda is also available via this link.

The meeting will be streamed over the Internet, and details about accessing the meeting will be sent only to registered attendees. To register, go to the FCMAT/CSIS October 2, 2018 CALPADS Information Meeting (CIM) web page at http://csis.fcmat.org/Pages/Oct-2-2018-CALPADS-Information-Meeting-(CIM).aspx and click on the "Enroll" link on that page, and then follow the on-screen directions.

Please register no later than Monday, October 1 at 11:00 a.m. in order to receive logon information and meeting materials. If more than one person will be viewing the meeting together, please register only once, and enter the name(s) of the other attendees where indicated on the registration form.

There is no cost to attend this meeting. LEAs are strongly encouraged to attend to learn about system updates, upcoming changes for the Fall submission, and updates on accountability and other topics of interest.

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NEW! LA County CALPADS Network!

Save the Dates!

Meeting 1
September 28, 2018
9:00-11:00 am Location: TBD

Meeting 2
December 3, 2018
9:00-11:00 am TBD

Meeting 3
February 13, 2019
9:00-11:00 am TBD 






This year LACOE will facilitate three CALPADS networking sessions timed strategically around important CALPADS certification dates. The goal of these sessions is to support CALPADS administrators and CALPADS data technicians (not an official CALPADS term) as this data source becomes increasingly important in the world of Accountability. CALPADS administrators/data technicians are the target audience for these meetings.

Network sessions will highlight data timelines, connections to the CA accountability (for context purposes only), best practices and procedures, and networking time. While LACOE will facilitate these sessions, most presentations will come from participating LEAs. These meetings are not intended to replace any Accountability meetings that director level administrators attend as the CALPADS meeting focus will be on the nuts, bolts and best practices for working successfully and efficiently with CALPADS.

In an effort to make these meetings accessible for our vast county, locations will vary.

If you are interested in signing up your CALPADS administrator/CALPADS data technician to participate in these networking sessions, please respond in this link (even if you have previously expressed interest on behalf of your staff):  https://goo.gl/forms/vdSW8e3oEHuKiUUl2 (NOTE: this is NOT a registration link. This is a distribution list link for important CALPADS related communique.)

Registration for the meetings will come approximately two weeks prior to the meeting date.

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CALPADS Flash Update #140 - Aug 17, 2018

End-of-Year (EOY) Deadline Reminder

Local educational agencies (LEAs) are reminded that the close of the End-of-Year (EOY) submission amendment window is Friday, August 24, 2018 at 5:00 p.m. It is critical for LEAs to certify accurate data by this deadline, as there will be no other opportunities to amend these data.

LEAs that fail to certify EOY 1 will not have college-credit bearing course information (dual enrollment) and Career Technical Education (CTE) completer data factored into the calculation of the College/Career Indicator, which will be included in the 2018 California School Dashboard, nor will LEAs that receive Perkins funding meet federal reporting requirements.

Those LEAs that fail to certify EOY 2 will not have Title I program participation and services data and homeless student counts to report to the federal government as required by law.

And finally, LEAs that fail to certify EOY 3 will not have a discipline indicator or chronic absenteeism indicator on the 2018 California School dashboard, which will negatively impact their performance level. Additionally, LEAs without EOY certified data will have no data posted on DataQuest.

Updated Timeline for CALPADS Down Time

As noted in the April 2018 CALPADS Information Meeting (CIM), there are plans to move CALPADS into the cloud, update the user interface, and redesign the security model as we work to transition the California Special Education Management Information System (CASEMIS) into CALPADS in the 2019–20 school year. The system upgrade will take place the last week in September 2018. Currently, CALPADS is scheduled to go offline on September 21 and remain down until October 1, 2018. LEAs are encouraged to obtain all necessary Statewide Student Identifiers (SSIDs) prior to the down time, so that assessment testing will not be impacted. The CDE will send out additional communication regarding the security model changes and training opportunities at the end of August, and we will notify LEAs of any changes to this schedule.

What To Do When There is Evidence That an EO Student Has a Non-English Primary Language

In rare cases, LEAs may find evidence that a student who was previously determined as having an English Language Acquisition Status (ELAS) of EO (English Only) has a
non-English primary language and may be in need of English learner services. In these cases, students should be tested with the Initial English Language Proficient Assessments for California (ELPAC) to determine if the student's ELAS should be corrected to English Learner (EL) or Initial Fluent English Proficient (IFEP).

As described in CALPADS Update Flash #138, once the Initial ELPAC has been administered, the LEA must load the raw scores and the test completion date into the Test Operation Management System (TOMS) Local Scoring Tool (LST). Scores may only be loaded into the LST if the student has an ELAS of To Be Determined (TBD) in CALPADS. However, CALPADS will not allow an ELAS progression from EO to TBD until modifications are made to CALPADS on August 28, 2018.

Until these modifications are made in CALPADS, we recommend that LEAs do the following to administer the Initial ELPAC and enter those scores into the TOMS LST:

          1. Notify the parents or guardians of the intent to administer the Initial ELPAC within 10 days of administration.
          2. Administer the Initial ELPAC to the student, hand score the test, and provide the parents or guardians preliminary results within 14 days after test administration. Retain the scores for entry into the LST at a later date.
          3. On or after August 29th, ensure that the student has an enrollment record in CALPADS with a start date of the first day of school.
          4. On or after August 29th, submit a Student English Language Acquisition (SELA) record with an ELAS of TBD, ELAS Start Date of 7/1/2018 or greater and at least one day prior to the test completion date, and a non-English Primary Language to CALPADS.
          5. Once the student appears on the Initial ELPAC Student Eligibility Report, enter the scores into the LST and download the Student Score Extract.
          6. Upload the official ELAS to your student information system (SIS) and submit a new SELA to CALPADS that reflects the student's status of EL or IFEP with an ELAS Start Date of the date testing was completed. NOTE: The system modifications needed to enter the corrected ELAS will not be implemented in CALPADS until October.


Use of Student School Transfer Category Code 4 – District of Choice

Education Code (EC) sections 48300–48317 establish the District of Choice Program, and require school districts to register as a District of Choice. Only districts who have registered as Districts of Choice should use Student School Transfer Category Code 4 – District of Choice for students transferring in from other districts. Recent analysis of the data show that there are some districts that have not registered as Districts of Choice that are inappropriately using this transfer category code. It should be noted that the CDE is required to investigate complaints of school districts operating as a school district of choice without registering (EC Section 48317).

Currently only 45 districts registered to be a District of Choice by the July 1, 2018 deadline, which was the statutory deadline for the 2018–19 school year. In subsequent years, the registration deadline shall be October 15 for the following school year. The list of school districts registered as Districts of Choice for 2018–19 will be posted on the CDE website.


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DataQuest Update August 14, 2018

Dear DataQuest Users:

This message is to notify you that there have been several data reports released recently to both DataQuest and the California Department of Education (CDE) Downloadable Files web page.

The DataQuest Reports are available here: https://dq.cde.ca.gov/dataquest/. The downloadable files are available here: https://www.cde.ca.gov/ds/sd/sd/.

New DataQuest Reports and Downloadable Files

1. The CDE has developed the following new DataQuest Four-Year Adjusted Cohort Graduation Rate (ACGR) and Outcome reports that incorporate the new business rule changes:

  • Four-Year Adjusted Cohort Graduation Rate
  • Four-Year Adjusted Cohort Graduation Rate (with County/District/School data)
  • Four-Year Adjusted Cohort Outcome
  • Four-Year Adjusted Cohort Outcome (with County/District/School data)

The four-year adjusted cohort graduation rate reports provide information about graduates, including how many met UC/CSU requirements, earned a Seal of Biliteracy, or earned a Golden State Seal Merit Diploma. The four-year adjusted cohort outcome reports provide information about all students in the cohort and all their four-year cohort outcomes. Each report is viewable by race/ethnicity, program subgroup, or with county, district, or school data. When the 2017–18 ACGR data are released, there will also be an option to view the data by academic years.

Each report includes a report description, glossary, enhanced report options and filtering capabilities, and dynamic data suppression. Users will be able to apply filters to see data for all schools, charter schools, or non-charter schools. (Note: Charter school data are excluded from district-level reports by default; however, users can still include charter school data in district-level reports by adjusting the "School Type" filter on the reports.) Users will also be able to apply filters that include or exclude alternative school data or display data by one or more student subgroups.

To access the 2017 Four-Year ACGR and Outcome reports on DataQuest, please following these steps:

  • Navigate to the DataQuest home page at https://dq.cde.ca.gov/dataquest/
  • Select the desired Level (State, County, District, or School)
  • Select "Four-Year Adjusted Cohort Graduation Rate & Outcome Data" located within Subject menu under Student Demographics
  • Click "Submit"
  • Select 2016–17
  • Click "Submit"
  • Select desired report from the menu
  • Click "Submit"

The CDE has also released a downloadable data file for the 2017 ACGR and Outcome data that supports many aspects of the new reports. The downloadable data file can be found at https://www.cde.ca.gov/ds/sd/sd/filesacgr.asp.

2. The CDE has also released the Staffing data for 2017–18.

  • Downloadable data files for staff demographics (e.g., gender, race/ethnicity, education level, and years of service for teachers, administrators, and pupil services staff).

https://www.cde.ca.gov/ds/sd/df/filesstaffdemo.asp

  • Downloadable data files for course information (e.g., course enrollment, grade level, UC/CSU indicator, and NCLB core and compliant status) as well as assignment information (e.g., type of staff and time base).

https://www.cde.ca.gov/ds/sd/df/filesassign.asp

3. The CDE has also released the standardized test results from the SAT, ACT, and AP tests which measure high school students' achievement.

  • Downloadable data files of SAT, ACT and AP tests are found here:

https://www.cde.ca.gov/ds/sp/ai/

If you have any questions regarding DataQuest or the reports and files included in this data release, please contact the Data Reporting Office by phone at 916-327-0219 or by e-mail at .

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California Dashboard Video & Tech Guide

​Here's a video describing the California school dashboard, plus the technical guide.  Hat Tip Terri for sending me the updates! :)

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Using the One-Year Graduation Cohort for the College/Career Indicator for Alternative Schools

Using the One-Year Graduation Cohort for the College/Career Indicator for Alternative Schools 

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Data for the English Language Proficiency Assessments for California (ELPAC) in CALPADS - August 2018

File Name: ELPAC-and-CALPADS-Webinar
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This is the PowerPoint presentation for the "Data for the English Language Proficiency Assessments for California (ELPAC) in CALPADS" webinar from last week.

August 2018 

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Data Submission Reminders for the 2018 California School Dashboard

 Below is the PDF file that was distributed today to Dashboard Coordinators.

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CALPADS Deadlines 18-19

The CALPADS deadlines for the 2018-19 school year are listed below:


CALPADS Calendar for 2018–19

CALPADS Snapshot Collection Windows and Certification Deadlines

CALPADS Submission

Census Day

Primary Data Submitted

Official Submission Window

Certification Deadline

Amendment Window

Fall 1

October 3, 2018

  • 2018–19 Enrollment Counts
  • 2017–18 Grads and Drops
  • English Language Acquisition Status
  • Immigrant Counts
  • Free/Reduced Price Meal Eligibility

October 3, 2018 to November 21, 2018

November 21, 2018

November 22, 2018 to December 7, 2018

Fall 2

October 3, 2018

  • Student Course Enrollments
  • Staff Assignments and FTE
  • English Learner Education Services

November 27, 2018 to February 1, 2019

February 1, 2019 

(Final Deadline)

No Amendment Window

EOY* 1

N/A

  • Course completion for grades 7–12
  • CTE participants, concentrators, completers

May 13, 2019 to August 17, 2019

August 17, 2019

(Final Deadline)

No Amendment Window

EOY 2

N/A

  • Program Eligibility/Participation
  • Homeless Students

May 13, 2019 to August 17, 2019

August 17, 2019

(Final Deadline)

No Amendment Window

EOY 3

N/A

  • Student Discipline
  • Student Absence Summary

May 13, 2019 to August 17, 2019

August 17, 2019

(Final Deadline)

No Amendment Window

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Assessment Spotlight - Issue 5, August 1, 2018

Editor's Note:  We routinely repost messages from the CDE that are marked as "Please share with educators" 



Focusing on the California Assessment of Student Performance and Progress (CAASPP) System and English Language Proficiency Assessments of California (ELPAC)—and including, when timely, updates on California’s other statewide assessments.

August’s Featured Digital Library Resource—“Exploring Pi with ‘Sir Cumference’”


This month’s featured Digital Library resource, “Exploring Pi with ‘Sir Cumference,’” is a mathematics lesson intended for students in grade seven. It uses the fictional story Sir Cumference and the Dragon of Pi to introduce students to the relationship between the value of pi and the diameter and circumference of a circle. Emulating the mathematics work of the story’s medieval hero Sir Cumference, the students are challenged to complete circumference calculations by using data collected from real-world objects.

This lesson provides a number of opportunities for students and teachers to engage in the formative assessment process. As students gather and share data, the included resources allow them to elicit and analyze evidence before adding it to the class’s data table. Over the course of the lesson, several opportunities arise for students to engage in discussion, analyze their progress, and make adjustments to meet the intended learning goals. The materials include an interactive PowerPoint presentation that both clarifies the intended learning goals and provides links to web resources that support instruction.

Exploring Pi with ‘Sir Cumference,’” contributed to the Smarter Balanced Digital Library (Digital Library account required) by California State Network of Educators member Sabrina Jordan-Ortega, is designed to span two instructional days. It offers an optional assessment teachers can use to measure progress and culminates with an optional computer-based quiz that provides immediate feedback, allowing students to demonstrate their understanding. The digital content can be downloaded and printed for classroom use.


ELPAC Question Corner


You asked, and we heard you! This week, we answer the following questions received from the field:

 When will the California Department of Education (CDE) publicly report Initial ELPAC results?

Initial ELPAC results will be reported on the CDE’s public reporting site after the end of the 2018–19 school year. Until that time, local educational agencies (LEAs) are required to report Initial ELPAC results to parents within 30 days of enrollment in a California public school. Locally, LEAs can provide educators with access to the official scores after they are generated in the Local Scoring Tool (LST) by uploading the results file into their student information system.

 Who inputs raw scores into the LST?

LEAs have discretion in determining who inputs student raw scores into the LST.



Invitation to LEAs: Field-Testing the California Spanish Assessment


Your LEA is invited to participate in the California Spanish Assessment (CSA) field test from September 17 through October 12, 2018. The purpose of the CSA field test is to gather test response data from students representing diverse backgrounds and geographic locations throughout the state. This is an opportunity for your LEA to experience the assessment, which is designed to measure students’ Spanish skills in reading, writing mechanics, and listening. Once operational, the CSA will provide aggregate data that can be used for evaluating the implementation of Spanish language arts programs at the local level. The data may also provide a high school measure suitable for use, in part, for determining eligibility for the State Seal of Biliteracy.

While any number of school sites and students are welcome to participate, there is an especially high need for participation of students in grade nine. If your LEA is interested in participating in the CSA field test, please contact Marques Barron, CSA Program Administrator, Educational Testing Service, by email at .


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