Dear Accountability Coordinators:
Governor Brown's FY 2018-19 budget includes funding for improvements to the California School Dashboard (Dashboard). The California Department of Education and State Board of Education are gathering stakeholder feedback to help inform potential updates to the look and feel of the Dashboard.
This meeting will take place on Monday, July 23rd, from 1:00 to 2:30 p.m., over WebEx. Please use the following connection information to sign in:
Topic: Broad Stakeholder Webinar on Dashboard Redesign
Date and Time: Monday, July 23, 2018 1:00 pm, Pacific Daylight Time (San Francisco, GMT-07:00)
Event number: 668 426 813
Event password: 155428
Event registration/address for attendees: https://cdeevents.webex.com/cdeevents/onstage/g.php?MTID=edad07edf2cc650c61db8f28ab9462e50
We look forward to receiving your input.
There are more than 130 known errors in the CALPADS system currently. If you are having difficulties with some errors or totals not working out as expected, try consulting the attached excel file. It may contain information about your particular situation that may be impacting your district's data.
Published June 25, 2018. The entire PDF file is below:
Here's a PDF of today's CALPADS Flash.
Dear Accountability Coordinators:
2018 CALIFORNIA SCHOOL DASHBOARD WEBINAR
This e-mail is to invite you to participate in a Webinar on May 30, 2018, at 10 a.m., to assist local educational agencies prepare for the 2018 California School Dashboard (Dashboard) release. The Webinar will provide information and respond to questions on the following topics:
1. Information on the proposed student-level growth model
2. New business rule on the exclusion of English learners enrolled in a U.S. school for less than one year from the calculation of the English language arts participation rate for the Academic Indicator
3. Upcoming timeline to submit data in the California Longitudinal Pupil Achievement Data System (CALPADS) for the 2018 Dashboard.
The presentation materials will be made available at the time of the Webinar and will be posted, at a later date, on the California Accountability Model & School Dashboard Web page at https://www.cde.ca.gov/ta/ac/cm/ (under the Resources tab). The Webinar recording will not be archived.
If you are interested in participating in this Webinar, please refer to the following login information:
Date and Time: Wednesday, May 30, 2018 from 10:00 am to noon
Event number: 664 897 494
Event password: 152253
Event registration/address for attendees: https://cdeevents.webex.com/cdeevents/onstage/g.php?MTID=ecf2087ffe12662b44edacb54ef9f46a8
A short 20 minute video explaining the "big picture" of the CALPADS end of year process.
Reminder: EOY deadline is July 31, 2018!
Editor's note: Below is a communication sent out by the CDE on April 26, 2018 detailing some of the information regarding the transition from paper distribution of CAASPP test scores to the electronic distribution (e.g. secure PDF files sent via email to parents). The effort is being headed up by CDE and ETS and additional details are available in the CALPADS vendor notes.
Dear County and District Superintendents and Charter School Administrators:
CALIFORNIA ASSESSMENT OF STUDENT PERFORMANCE AND PROGRESS TRANSITION TO ELECTRONIC STUDENT SCORE REPORTS
In spring 2014, California took the bold step of transitioning almost completely from paper assessments to online assessments with the field test administration of the Smarter Balanced Summative Assessments. California is taking another bold step by transitioning the California Assessment of Student Performance and Progress (CAASPP) Student Score Reports (SSRs) from paper to electronic delivery to local educational agencies (LEAs). This process provides California and LEAs with opportunities and flexibility that are not available with paper SSRs. Electronic reporting makes it possible to:
Provide LEAs with the flexibility to decide the delivery method of the SSRs to parents/guardians, such as through their student information system (SIS) parent portal, instead of printing and mailing the SSRs.
Reduce the turnaround time for delivering SSRs to LEAs.
The transition to electronic SSRs has begun and will take place over a three-year period to provide LEAs with information updates and allow enough time to make the transition successfully:
Phase 1 - Pilot (2017-18) During Phase 1, LEAs and SIS vendors who volunteered to participate in the pilot will work with our testing contractor, Educational Testing Service (ETS), to test the technology solution for delivering electronic reports. All LEAs, including the LEAs participating in the pilot test, will receive paper SSRs, as usual.
Phase 2 - Initial Implementation (2018-19) During Phase 2, the California Department of Education (CDE) and ETS will work with all LEAs to implement and test the electronic reporting technology solution. When CAASPP reports are available for the 2018-19 administration, the default delivery method of the SSRs will be electronic. The CDE will offer support to select LEAs that demonstrate a clear need for continued support.
Phase 3 - Full Implementation (2019-20) During Phase 3, all LEAs will be expected to use the electronic reporting process.
To assist you, we will share the experiences of the LEAs that participated in the pilot. The lessons learned from this pilot will help us prepare and transition to full implementation.
If you have any questions, please contact the CAASPP Office by phone at
Keric Ashley, Deputy Superintendent
Performance, Planning, and Technology Branch
cc: LEA CAASPP Coordinators
LEA CAASPP Technology Coordinators
Dear DataQuest Users:
This message is to notify you about several new staff data reports that are now publicly available on the California Department of Education (CDE) DataQuest Web site at https://dq.cde.ca.gov/dataquest/. These reports are based on data submitted and certified in the California Basic Educational Data System (CBEDS) by districts and charter schools. These reports include:
- 2017–18 FTE of Classified Staff
- 2018–19 Estimated Number of Teacher Hires
You can access these reports by performing the following steps:
1.Navigate to the DataQuest home page at https://dq.cde.ca.gov/dataquest/
2.Select the desired Level (State, County, District, or School)
3.Select one of the following Subject categories located under School Staffing: (1) Staffing (2) Projected Teacher Hires located under School Staffing.
7.Select desired report from the menu
These reports are also supported by the several downloadable data files available at the following locations:
·CBEDS Data about Schools & Districts: https://www.cde.ca.gov/ds/sd/sd/filescbedsorab.asp
·Classified Staff by Race/Ethnicity & Gender: https://www.cde.ca.gov/ds/sd/sd/filescbedsoraa.asp
Dear LEA Representatives,
The February 23 CALPADS Fall 2 certification deadline has been suspended. The final Fall 2 certification deadline (the close of the amendment window) remains March 23.
It is important for local educational agencies (LEAs) to certify their Fall 2 data submission on or before March 23, 2018 in order to report their official staff full-time equivalent (FTE), English learner (EL) services, and student course enrollment data.
Because there will be no February 23 deadline, no letters will be sent to superintendents of local educational agencies (LEAs) that do not certify by February 23. LEAs with certification errors should continue to resolve errors as soon as possible in order to focus on reconciling the certification reports.
Please feel free to contact the CALPADS Service Desk if you have any questions or any concerns, or would like any assistance.
You may contact the CALPADS Service Desk by:
1. Submitting a service request ticket to http://www2.cde.ca.gov/calpadshelp/default.aspx
3. Calling 916-325-9210
The English Language Proficiency Assessments for California (ELPAC) Update, from the California Department of Education (CDE), is a monthly e-mail for K–12 educators, including testing coordinators. The ELPAC, when it becomes operational, will replace the California English Language Development Test (CELDT).
Individualized Education Programs and the New Matrix 4
The new Matrix Four displays the universal tools, designated supports, and accommodations (non-embedded) allowed as part of the ELPAC. For students who have an individualized education program (IEP) that identifies the use of accommodations listed in Matrix Four, an addendum is not necessary. For students whose IEP identifies different accommodations than those listed in Matrix Two, which are specific to the CELDT, an addendum will be needed for the IEP.
The test scores of the students taking the ELPAC whose IEP provides for accommodations listed in Matrix Four will not be affected. Students whose IEP identifies the use of an alternate assessment will receive the lowest obtainable scale score.
Audio File Troubleshooting
As local educational agencies (LEAs) prepare for the administration of the Summative ELPAC, staff may be seeking guidance for audio file troubleshooting. The following strategies can be used if the audio file stops at 99 percent or does not complete downloading:
- Check the antivirus software. Temporarily disable it, if possible, and then determine whether the problem persists.
- Check to see whether there is a proxy server. Temporarily bypass it, if possible, and then determine whether the problem persists.
- Check alternate browsers, if possible.
- Run a test on the LEA network speed. Two Web-based speed testing services that can be used are Speedtest and Speakeasy Speed Test.
If none of these strategies resolves the problem, Test Examiners should contact their site ELPAC coordinator for further assistance. Site ELPAC coordinators needing further assistance should contact their LEA ELPAC coordinator.
ELPAC Apportionment Rates
In November 2017, the State Board of Education approved the apportionment rates for the Summative and Initial ELPAC. LEAs will receive the apportionments as follows:
For each student tested with any portion of the Summative ELPAC from February 1, 2018, through May 31, 2018—$5.00
For each eligible student tested with any portion of the Initial ELPAC from July 1, 2018, through June 30, 2019—$5.00
The apportionment rates for both assessments will be ongoing for each administration.
Note that assessment apportionments are not distributed until the following fiscal year, when all testing for the previous year has been completed (e.g., LEAs will be reimbursed in 2018–19 for testing that occurs in 2017–18). The assessment apportionment funds are unrestricted funds to reimburse LEAs for the following costs:
Staffing costs, including the LEA ELPAC coordinator, site ELPAC coordinators, staff training, and other staff expenses, such as test administration time related to testing
Expenses related to testing incurred at the LEA and site levels
Transportation costs for delivering and retrieving tests and test materials within the LEA
Costs associated with the collection and submission of student demographic information intended to provide the complete and accurate data required for student group reporting per state regulations
Pre-ID Labels: Order Now at a Savings!
While LEAs have two ordering windows—or rounds—for ordering pre-ID labels, Round 1 which is under way, offers LEAs an opportunity to purchase the labels at a lower cost:
·Round 1, January 2 through April 9, $0.38 per label
·Round 2, April 10 through May 14, $0.44 per label
In either case, there is no setup fee.
More information on how to order Pre-ID labels is available in the "Test Operations Management System (TOMS) Pre-ID Labels Instructions Quick Start Guide" and the ELPAC TOMS Archived Webcast (at the 58:30 time stamp). For additional guidance, please contact the ELPAC Customer Support Center by phone at 844-782-2714 or by e-mail at .
Operational Initial ELPAC Around the Corner
Here it comes—the first administration of the operational Initial ELPAC is just around the corner. Beginning with the 2018–19 school year, 25 percent of schools in California will be asked to submit their test materials to testing contractor Educational Testing Service (ETS). For each following year, a new group of schools will be asked to do so. The purpose of this process is for ETS and the CDE to collect statistical item analyses for the Initial ELPAC as well as to conduct a comparison between the results provided by schools and the results determined by ETS. Each LEA that is a part of the 25 percent will receive a comparison report that will be available in TOMS.
This process will help the CDE to support LEAs through trainings on administration and scoring to ensure the accuracy of the administration of the Initial ELPAC. LEAs that are part of the 25 percent in 2018–19 will be informed of their participation well in advance to the start of the Initial ELPAC window, which begins on July 1, 2018. Watch for more information, coming soon.
Additional ELPAC Resource in Spanish Now Available!
The "2017–18 Notice of ELPAC Administration" letter template in Spanish, a sample letter to communicate information to parents and guardians about the administration of the ELPAC, is now available on the CDE ELPAC Web page.
- This spring's CDE-sponsored statewide Administration and Scoring Trainings for the Initial ELPAC are scheduled for April 10 through May 24. Registration is now open, and information is available on the ELPAC Web site, under the "Training" tab.
- ELPAC test materials are highly secure; therefore, test examiners, site ELPAC coordinators, and proctors should review security procedures. In addition, students are to be reminded to turn off and put away their cell phones before testing.
- Students can be reclassified at any point during the Summative ELPAC window. To ensure that the LEA meets the state and federal requirements to annually assess all English learners, reclassify students by May 30 by updating their English Language Acquisition Status in the California Longitudinal Pupil Achievement Data System.
- LEAs can return scorable materials each month; they do not have to wait until all testing is complete. LEAs needing additional white and/or brown return cartons and/or UPS labels can contact the ELPAC Customer Support Center by e-mail at or by phone at 844-782-2714.
Questions of the Month
In Matrix Four, I noticed that it says "supervised breaks within a section of the test." Does this mean that I can pause the audio?
No. "Supervised breaks" does not mean pausing the audio. Pausing the audio is an unlisted resource; unlisted resources must go through a request process and be approved by the CDE. Such requests should be sent by e-mail to . The CDE will issue a response within 24 hours Monday through Friday.
How do I void a Pre-ID label if the student is reclassified?
The Pre-ID label can be destroyed in a secure manner.
Is the Summative ELPAC administered in groups of 10 or groups of 20?
The Writing, Reading, and Listening domains in grade two should be administered in groups of 10 or fewer students. Those domains in grades three through twelve should be administered in groups of 20 or fewer students. If the group size in either case exceeds the maximum number, a proctor is required.The Speaking domain is administered individually, regardless of grade.
Please forward this e-mail to any educators in your LEA who would be interested in or benefit from this information. To join the e-mail list, send a blank e-mail to .
The California Collaborative for Educational Excellence is excited to offer a two-part training series that dives deeper into Dashboard data to help local education agencies (LEAs) make decisions that are research-based, equity focused, and informed by stakeholder engagement.
The two-part training series will be livestreamed via a Zoom webinar. Below are the specific dates, topics, and registration details for each session.
Data and Evaluation Module/Part 1
THURSDAY, FEBRUARY 8
Build Your CA School Dashboard Data Literacy
Dive deep into particular aspects of the Dashboard including status and change calculations for specific indicators. Participants will walk through a data analysis protocol using sample Dashboard data, and learn how other data sources can be used in conjunction with Dashboard data.
This training is primarily designed for LEA representatives who are responsible for making data-informed decisions as part of the Local Control Accountability Plan (LCAP) process.
Location: Zoom webinar
To register: Click here
Data and Evaluation Module/Part 2
THURSDAY, MARCH 1
Small District & School Leaders:
Build Your Capacity to Make Data-Informed Decisions
This session is tailored for representatives from small LEAs that might have limited Dashboard data. Participants will examine the Dashboard and dive deeply into other sources of district and school data that can be used to design a strategic action plan to improve student outcomes.
The training is also designed to benefit representatives from charter schools, as well as court and community schools
Location: Zoom webinar
**Registration details coming soon
I've created a poll based on a question posted today in one of the CALPADS forums. You must be logged in to vote! See image below for how to access poll.
In response to this afternoon's CALPADS listserv meme . . . . Have a great weekend my fellow CALPADIANS. You've earned it!
Editor's note: This just came across the CSIS listserv:
Dear LEA Representative:
We have determined the recent slowdown in CALPADS is due to sheer volume in the last week of the deadline. We were not able to get more LEAs certified earlier and reduce the load on the system prior to the deadline. As of Monday, 12/11/2017 only 50% of the 1,906 LEAs in the state had certified Fall 1. While we work to encourage LEAs to certify throughout the submission window we were unsuccessful to encourage more to complete sooner. So, due to this high volume causing extreme slowness with rendering reports and related screens, and the closure of some number of districts due to fires, the 2017 Fall 1 certification deadline has been extended to Friday, December 22, 2017.
The attached CALPADS Update FLASH #132 provides information about the following topics:
· Aligning Guidance Regarding When to Disenroll Truants to Support Practices to Reduce Chronic Absenteeism, Truancy, and Dropouts
o When should an LEA disenroll a student who has been enrolled and attending school and then becomes habitually truant and appears to have dropped out?
o Statutory steps for addressing truancy; exit options
o Are LEAs responsible for students who are expected to return the following school year, but who do not show up ("no shows")?
o When should a student be exited with E400 – OtherOrUnknown?
· Changes to CALPADS Field and Code Definitions to Support Guidance
A separate letter is being sent to your Superintendent or Charter School Administrator that discusses the same guidance contained in this Flash.
This is a truly fascinating use of "big data." Kudos to Daniel Willis over at EdSource for creating a map that highlights where student homelessness is greatest throughout the state. You can see the map here at this link: https://edsource.org/2017/california-map-shows-hot-spots-of-homeless-students/588165. To my memory this is the first time I have seen an actual "heat map" of the geographical locations where student homelessness is more pervasive than other areas. Hopefully with the LCFF process additional resources will flow to these students and these schools to have a positive impact on their learning and continuity of educational services. This is just one example of how the state's data system, CALPADS, can produce updated and actionable information to Calfornia educators and decision makers.
2017–18 BACK-TO-SCHOOL LETTER
The California Department of Education (CDE) would first like to thank local educational agencies (LEAs) for their dedication and hard work in certifying the 2016–17 End-of- Year (EOY) submissions. LEAs are to be congratulated for meeting the challenge of submitting student absence summary data for the first time and certifying all EOY submissions in August.
The CDE also recognizes that the school year has already started and LEAs are busy enrolling students and scheduling them into classes. The CDE has sent Superintendents and Charter School Administrators the annual Back-to-School letter for data collections, and in that letter we emphasize the importance of executive leadership supporting the mission critical work that you do. You can view this letter, dated September 6, 2017, on the CDE CALPADS Communications Web page at http://www.cde.ca.gov/ds/sp/cl/communications.asp under the "Letters to Superintendents" heading. Additionally, here is a direct link to the letter: http://www.cde.ca.gov/ds/sp/cl/yr1718databts.asp.
FALL 1 SUBMISSION
The Fall 1 certification deadline is December 15, 2017. LEAs should set internal deadlines to ensure their submission is certified on time. The table below provides a suggested timeline that LEAs may use to help them meet the Fall 1 Certification deadline.
|Now||Run the security report in CALPADS (under Admin > User Security, which is only available using the LEA Admin account) to determine if any accounts need to be revoked. Remove the Anomaly Contact role from an account before it is revoked. Make sure your anomaly contact is current. Update CALPADS 2016–17 enrollment records with enrollment end dates.|
|Now||Update CALPADS 2016–17 enrollment records with enrollment end dates.|
|No Later than October 4th, 2017||Complete Fall 1 data population in local student information system. |
| No later than October 27, 2017||Upload Student Enrollment (SENR) and Student Program (SPRG) files. Update students' Student English Language Acquisition Status (ELAS) using the Student English Language Acquisition (SELA) file for students who have had a change in their status. Review validation errors. Reconcile data as needed.|
| No later than November 3, 2017|| Post SENR, SINF, SPRG, and SELA files.|
| November 6 – 17, 2017|| Review reports. Reconcile data in reports as needed.|
| November 20 – December 1, 2017|| Send reports to site leaders for approval.|
| December 4 – 15, 2017|| Certify Fall 1 data (Level 1 and Level 2).|
Fall 1 snapshot reports will begin running in the early morning hours of Wednesday, October 4, and all LEAs should have a snapshot revision by Thursday morning, October 5, at the latest.
LEAs are reminded to indicate which 2016–2017 graduates met the Golden State Seal Merit Diploma and the Seal of Biliteracy. These new indicators will be displayed on reports 1.9, 1.10, 1.11, and 8.1a.
Input Validation Rule (IVR) SENR0269 severity was changed to a warning on October 3, 2017. LEAs are advised to carefully review any SENR0269 warning, as it is essential that enrollment grade levels are within the school's grade span.
REGISTER FOR FALL CALPADS INFORMATION MEETING
Registration is currently open for the CALPADS Information Meeting (CIM) scheduled for Tuesday, October 17, 2017. The meeting will be held from 9:30 a.m. to 12:00 p.m. and will be streamed over the Internet to individual participants. There will be no physical locations for the meeting. If you plan to attend, please register at least 24 hours prior to the meeting on the CSIS October 17, 2017 CALPADS Information Meeting Web page at http://csis.fcmat.org/Pages/October-17-2017-CALPADS-Information- Meeting.aspx. If you will be watching the CIM with others from your organization, please register only one individual. Instructions for joining the meeting will be emailed to those who register in advance of the meeting. There is no cost to participate.
The meeting agenda is also available via the meeting link. The agenda includes a review of the upcoming Fall 1 and Fall 2 submissions as well as updates on Assessment and Accountability. Although attendance is optional, CALPADS administrators and other staff working on CALPADS are encouraged to attend.
Presentation materials will be posted on the October 17, 2017 CIM Meeting Web page (the link provided above) by October 16, 2017. For those unable to attend, a video of the meeting will be posted within a couple of weeks after the meeting.
(Editor's Note: I copied this directly from the PDF file that was distributed on the listserv. A few folks were having issues with the attachment not coming through, so here is the raw text:)
California Department of Education – CALPADS Team and Special Education Division
Subject: CASEMIS to CALPADS (C2C) TRANSITION UPDATES
END-OF-YEAR (EOY) SUBMISSION CERTIFICATION DEADLINE MOVED TO AUGUST 25, 2017
Per the CALPADS Update Flash #129 that was released on July 21, 2017, the final August 11th EOY certification deadline (the close of the amendment window) for EOY 1, 2, and 3 has been moved to August 25th, in order to accommodate a defect fix. Special Education Local Plan Areas (SELPAs) should work with district CALPADS administrators to ensure that all discipline reports in the EOY 3 submission have been reviewed prior to the August 25th certification date. The certification deadline for the California Special Education Management Information System (CASEMIS) suspension data (formerly Table C) has also been extended to August 25th. All other submissions for CASEMIS (Tables A and B) still have a certification deadline of August 11th.
SPECIAL EDUCATION PROGRAM END DATES IN CALPADS: FREQUENTLY ASKED QUESTIONS
When is it appropriate for LEAs to populate the Education Program End Date for a Special Education Program record (Education Program Code 144 – Special Education)?
The only circumstance in which the Education Program End Date for a Special Education Program record should be populated is when the student exits special education for one of the following reasons:
o Student was determined to be no longer eligible for services; o Student completed high school;
o Student aged out of the program (on 23rd birthday);
o Student dropped out of school;
o Student transferred out of state or out of the country; o Student died;
o Parent withdrew the student from special education; o Student received a special education waiver;
o No parental consent was given for an infant to be evaluated for Individualized Education Plan (IEP) services.
It is NOT appropriate to populate the Education Program End Date for a Special Education Program record in any of the following scenarios:
o Routine year-end program record exits in CALPADS;
o To reflect changes from one primary disability to another;
o When the student transfers to another California public school or district.
How should Special Education Program records be reported for a student who was eligible for special education services, subsequently exits the program and then, after a period of time, is once again determined to be eligible for services?
First, LEAs must ensure that the original Special Education Program record reflecting the Special Education Initial Entry Date (Education Program Start Date field) and the Special Education Program Exit Date (Education Program End Date field) are in CALPADS. If the record is not in CALPADS, then the record should be submitted.
Then, in order to reflect the subsequent determination that the student is eligible for services, a subsequent Special Education Program record should be submitted reflecting the new eligibility determination date (IEP meeting date) in the Education Program Start Date field. The Education Program End Date field should be null.
UPCOMING CASEMIS FALL ROADSHOWS
The California Department of Education (CDE) Special Education Division will be conducting its annual "Fall CASEMIS Roadshows" beginning in October 2017. Special Education and CALPADS staff will update local educational agencies on upcoming changes in CASEMIS for December 2018, as well as debut some of the data validations that will be required when CASEMIS is transitioned into CALPADS. The proposed dates and locations of these roadshows are listed below. The exact times, addresses, and registration information will be finalized and sent out in the September C2C newsletter. Please save these dates on your calendars.
October 9, 2017, San Diego, CA, San Diego COE
October 11, 2017, Santa Clara COE
October 12, 2017, Sonoma COE
October 13, 2017, Sacramento, CA, Sacramento COE
October 16, 2017, Saddleback USD
October 20, 2017, El Cajon
October 26, 2017, Desert Mountain SELPA
October 27, 2017, Ventura County SELPA
November 9, 2017, Los Angeles, CA, Los Angeles COE
Contact Us Special Education Division Amanvir Sahota (916) 327-1022 CALPADS Office Sotain Fisher (916) 327-0210