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CAASPP Scores Reports move to Electronic Delivery

​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

916-445-8765 or by e-mail at .

Sincerely,

/s/

Keric Ashley, Deputy Superintendent

Performance, Planning, and Technology Branch

KA:cp

cc: LEA CAASPP Coordinators

LEA CAASPP Technology Coordinators

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DataQuest Update - April 24, 2018

 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.

4.Click "Submit"

5.Select Year

6.Click "Submit"

7.Select desired report from the menu

8.Click "Submit"

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

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 .

Thank you,

DataQuest Team

---

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CALPADS FALL 2 deadline extended!

 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

2. E-mailing

3. Calling 916-325-9210

Thank you,

CALPADS Team

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ELPAC Update Feb 22, 2018

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.

Important Reminders

  • 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 .

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Two new training sessions offered for DASHBOARD

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
10am—12pm

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
10am—12pm

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



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CALPADS poll - How many accounts do YOU have?

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. 

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Friday Funny

In response to this afternoon's CALPADS listserv meme . . . .  Have a great weekend my fellow CALPADIANS.  You've earned it!

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CALPADS Fall 1 Deadline Postponed!

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.

Thank you,

CALPADS Team

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CALPADS Update Flash #132

Dear LEA Representative:

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.


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EdSource releases map of homeless student rates in CA schools

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.



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Happy Census Day!

Census Day is the one day within the Academic Year on which an official enrollment count is taken. For the Fall Calpads data collection, Census Day is the first Wednesday in October. Students who are enrolled in a particular school on this day are counted in various ways towards overall enrollment and additional considerations.
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CALPADS Flash #130, Oct 3, 2017

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.

​Dates ​Activity
​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.  
​NowUpdate 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. 

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CASEMIS to CALPADS (C2C) TRANSITION UPDATES

(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 

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Dashboard Aficionados! Join the LCFF Review Team!

Good afternoon!

The California Collaborative for Educational Excellence (CCEE) is seeking qualified individuals to serve as leads and as members of LCFF Content Library Review Teams. If you are interested in serving on a review team, please complete the Application to Serve as Lead/Member of LCFF Content Library Review Team. The deadline to submit an application is September 1, 2017.

As background, the CCEE, in partnership with many other stakeholders, is developing the LCFF Content Library, a free repository of files (e.g., slides, handouts, videos, and other physical or electronic content) on California's accountability and continuous improvement system. The CCEE supports and curates the Library in partnership with review teams, the members of which may include representatives from county offices of education, statewide education associations, advocacy organizations, community-based organizations, and other entities selected by the CCEE. Following submission of a file, it is typically reviewed by at least one review team, which then makes a recommendation to the CCEE based on whether the file is accurate and current but also whether it is aligned with the California School Dashboard, the Local Control and Accountability Plan (LCAP), and other files in the Library.

Please contact me with any questions. Additional details on the LCFF Content Library can be found on the CCEE Web Page at www.ccee-ca.org.

Thank you for your time and consideration,

Michelle Magyar

Senior Manager, Training

@CCEECA

Click HERE to sign up for the CCEE listserv

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Breaking News!

 Dear LEA Representative,

The CDE is aware of the CALPADS performance issues that have occurred over the last two days and will be addressing the cause later today. Additionally, we will be postponing the July 31, 2017 End-of-Year (EOY) certification deadline. The new EOY deadline will be announced in Flash 129 set to be released on Friday, July 21, 2017.


Thank you again for all of your patience and your diligent work.

CALPADS Team

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CAASPP Update Issue #215

Focusing on the California Assessment of Student Performance and Progress (CAASPP) System, including the Smarter Balanced assessments—a major component of CAASPP—and the California Alternate Assessments and science assessments.
 
Accessibility
 
Last month, the Smarter Balanced Assessment Consortium passed eight motions to update the Usability, Accessibility, and Accommodations Guidelines (UAAG). The changes, which apply only to specific CAASPP assessments, are as follows:
 
New universal tools
- Embedded thesaurus
- Embedded line reader

New designated supports
- Non-embedded amplification
- Embedded mouse pointer size and color
 
New accommodations
- Embedded braille transcript for English language arts listening passages
- Non-embedded word prediction
- Non-embedded braille paper and pencil assessments
 
In addition, 10 existing policies have been updated for clarification or editorial changes. The updated UAAG, published on June 30, 2017, is available on the Smarter Balanced Accessibility and Accommodations Web page in the "What Are Accessibility Resources?" section.
 
On another accessibility note, Matrix One is in the process of being updated for the coming administration. The matrix updates will reflect the UAAG changes.
 
Student Score Reports in Spanish
 
We are pleased to announce that the 2017 Spanish versions of the Student Score Reports for both Smarter Balanced Summative Assessments and the California Alternate Assessments are now available on the CDE CAASPP Student Score Report Information Web page.
 
Available—Guide to Understanding Student Score Reports
 
The 2017 version of the Guide to Understanding the Student Score Report is now available for both Smarter Balanced Summative Assessments and the California Alternate Assessments. These guides come in both English and Spanish, with other translations coming soon. These documents are organized by grade level and provide information about the assessments specific to each grade level.

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ELPAC Update Issue #4, June 30th, 2017

The English Language Proficiency Assessments for California (ELPAC) Update, from the California Department of Education (CDE), is an e-mail for K-12 educators, including testing coordinators, which focuses on the English Language Proficiency Assessments for California. When the ELPAC is operational, it will replace the California English Language Development Test (CELDT). The ELPAC Update will be sent once per month beginning March 2017. Please forward this e-mail to any educators in your local educational agency (LEA) who would be interested in or benefit from this information.

ELPAC Regulations Approved!

Have you heard the news? The ELPAC regulations have been approved and will become effective on October 1! These regulations include definitions, requirements, responsibilities, and guidelines for the administration, test security, and reporting of the ELPAC. In addition, they include, but are not limited to:

-  Procedures for the administration of two separate assessments
-  A change in the annual summative assessment window to a four-month period, beginning February 1 and lasting through May 31
-  The use of universal tools, designated supports, and accommodation

    The ELPAC draft regulations are located on the CDE ELPAC Regulations Web page. Be on the lookout on the CDE ELPAC Web page after October 1, when the approved regulations will be posted and ready for the first administration of the ELPAC in spring 2018.

    New ELPAC Resources Next Month

    Are you interested in ELPAC resources for parents and educators? The CDE and Sacramento County Office of Education (SCOE) are developing an ELPAC flyer for parents, an ELPAC Fact Sheet, and ELPAC Domain Information sheets for educators. These resources are designed to provide the reader with valuable information about the ELPAC. Be on the lookout in August, when these resources will be posted on the ELPAC.org Web site.

    ELPAC Initial Assessment Field Test (FT): Coming Soon!

    With the ELPAC Summative Assessment having ended last April, we are now gearing up for this fall's ELPAC Initial Assessment (IA) FT. The CDE and its testing contractor, Educational Testing Service (ETS), are looking for LEAs interested in having several of their schools participate in the IA FT, which is scheduled for Monday, August 28, through Friday, September 22.

    Is your LEA interested in participating in this important work? If so, please contact Jackie Adams at SCOE by phone at 916-228-2207 by Monday, July 17. Interested LEAs will be required to send Test Examiners to a one-day training in August. The training schedule is as follows:

    Description

    Date

    Time

    Location

    In-person IA FT training

    August 16

    8:00 a.m.–4:30 p.m.

    Sacramento—SCOE, New Conference Center

    In-person IA FT training

    August 17

    8:00 a.m.–4:30 p.m.

    Bay Area—East Side Union High School District, Independence High School

    In-person IA FT training

    August 18

    8:00 a.m.–4:30 p.m.

    Clovis—Veterans Memorial Building

    In-person IA FT training

    August 23

    8:00 a.m.–4:30 p.m.

    Costa Mesa—Orange County Department of Education

    In-person IA FT training

    August 24

    8:00 a.m.–4:30 p.m.

    San Diego—Marina Village Conference Center


    Feedback on the ELPAC Student Score Report

    The CDE and ETS are in the process of developing the ELPAC Student Score Report. In order to develop a student score report, one that effectively communicates a student's progress toward English language proficiency, educators and parents/guardians will be invited to provide their input on the format and content of the score report. Stay tuned for more information, coming soon—in the July issue of the ELPAC Update.

    Due August 1: Superintendent's Designation of LEA ELPAC Coordinator Form

    Reminder: The online Superintendent's Designation of an LEA ELPAC Coordinator Form for the coming school year is due by August 1. This form was e-mailed to superintendents on March 1. After ETS has received the designation form, a confirmation e-mail will be sent to the newly designated LEA ELPAC Coordinator. The confirmation e-mail will prompt the new coordinator to fill out and submit the Test Security Agreement for LEA ELPAC Coordinators and ELPAC Site Coordinators Form, which will grant the coordinator access to the Test Operations Management System (TOMS). TOMS is the online system that coordinators will use to manage all aspects of ELPAC testing, including the assignment of user roles.

    After August 1, important communications from ETS will be sent directly to LEA ELPAC Coordinators. Take care of this detail now, and then rest assured that the appropriate staff in your LEA will receive important ELPAC-related communications from ETS without delay!

    To subscribe to the ELPAC Listserv, please send a blank e-mail to .

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New DataQuest Enrollment Reports

Dear LEA Representative, 

This message is to notify you about several new enrollment reports for academic years 2014–15, 2015–16, and 2016–17 that are now publicly available on the California Department of Education (CDE) DataQuest Website. These reports are based on data previously submitted and certified in CALPADS by districts and charter schools; however, they have been updated with several visual and functional modifications. 

These reports include: 

  • Enrollment by Ethnicity and Grade 
  • Enrollment Multi-Year Summary by Ethnicity 
  • Enrollment by Ethnicity (with County Data) 
  • Enrollment Multi-Year Summary by Grade 
  • Enrollment by Grade (with County Data) 
  • Enrollment by Ethnicity for Charter and Non-Charter Schools 
  • Enrollment by Subgroup for Charter and Non-Charter Schools 
  • Enrollment for Charter and Non-Charter Schools with County Data 
  • Enrollment Multi-Year Summary for Charter and Non-Charter Schools 
  • K-12 Enrollment by Age Group and Grade 
  • K-12 Enrollment by Age Range with County Data 
  • Enrollment by English Language Acquisition Status (ELAS) and Grade 
  • Enrollment by English Language Acquisition Status (ELAS) (with County Data) 


You can access these reports by performing the following steps: 

  1. Navigate to the DataQuest home page at http://dq.cde.ca.gov/dataquest/
  2. Select the desired Level (State, County, District, or School) 
  3. Select Subject=Enrollment located under Student Demographics 
  4. Click "Submit" 
  5. Select Year 2014–15, 2015–16, and 2016–17 (Legacy enrollment reports are still available for prior years) 
  6. Click "Submit" 
  7. Select desired report from the menu 
  8. Click "Submit" 


Included in these updates is a new stylistic report template optimized for mobile display that works within the recently released CA Schools mobile application (http://www.cde.ca.gov/re/mo/caschools.asp). These reports have also been updated to include a "Report Description" section that provides important information about each report. Additionally, these reports have been equipped with enhanced filtering capability available within the expandable "Report Options and Filters" section at the top of each report. These new filtering options allow users to remove or isolate charter school data, simultaneously apply multiple filters, and change the data display (number or percent). 

Please note that enhanced filtering capabilities are not enabled for all reports. The CDE will be issuing a press release tomorrow about these new reports. Included in this press release will be information about a new DataQuest listserv. This listserv is being established to provide one-way communication to subscribers about DataQuest updates, including new data releases (e.g., reports and downloadable files), new report options and functionality, data release schedules, reporting documentation, and periodic data analysis summary, overview, and findings. We hope you find these updates useful. Please feel free to send any comments or suggestions by e-mail to .

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CALPADS End-of-Year for Beginners


Hot off the digital press!  CALPADS EOY for Beginners.  A ~30 minute video that explains the CALPADS End of Year process for newbies. 

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CALPADS Flash #127

CALPADS LEA ADMINISTRATOR AUTHORIZATION INTERIM PROCESS

To implement best practices and enhance overall CALPADS security, the process for authorizing CALPADS LEA Administrators has been modified. If the CALPADS Administrator application on file at the California Department of Education (CDE) is over one year old, a new application is now required upon an LEA Administrator account password reset request. This process will continue until the completion of the 2017–18 End-of-Year (EOY) data submission, and will not begin this August as stated in the April 2017 CALPADS Information Meeting. A new process will begin with the rollout of the changes to the CALPADS security model and upgraded user interface. More information on the new process will be provided in the future.

Key Points Regarding CALPADS User Accounts

In order to help expedite processing the password reset for a CALPADS LEA Administrator account, here are some key points to remember:

  • If you are the CALPADS LEA Administrator, log on to your LEA Administrator account regularly to ensure that it stays active, allowing you to easily manage all local LEA and/or school level accounts.
  • To request a CALPADS LEA Administrator Application, contact the CALPADS Service Desk by e-mail at or by phone at
    916-325-9210. Your request should include:
    • Your User ID.
    • Your LEA's full 14-digit County-District-School (CDS) code.
  • Do not include your password in any e-mail or service desk request.
  • When you submit the application, be sure that it is filled out accurately and completely, making sure that:
    • Signatures are visible.
    • The date on the application is less than one year old (do not send in old applications).
    • A security question and answer is included.
    • The CDS code is included.

In addition, remember the following:

  • Notify the CALPADS Service Desk when your CALPADS LEA Administrator is no longer in that role, so that we can revoke their account.
  • Request a new CALPADS LEA Administrator application from the CALPADS Service Desk when your e-mail address changes.
  • For multi-LEA accounts, complete a separate application for each LEA included in the account.

Remember: If you have an LEA or School account, contact your CALPADS LEA Administrator to reset your password. Please do not send these requests to the CALPADS Service Desk, because they will be returned, further delaying the reset of a password.

OPENING OF 2016–17 END-OF-YEAR SUBMISSION WINDOW

The 2016–17 End-of-Year (EOY) data submission window opened on May 15, 2017. Local educational agencies (LEAs) are expected to certify all EOY submissions that are displayed on the certification screen, even if the counts are zero (e.g., a K–8 elementary LEA that does not offer departmentalized courses should still certify EOY 1). The certification deadline is Monday, July 31, 2017, and the amendment window closes on Friday, August 11, 2017.

LEAs are strongly encouraged to start on the EOY submissions immediately and not wait until school is out to begin file uploads to CALPADS. All of the EOY submissions use a reporting period of July 1, 2016 to June 30, 2017. It is to an LEA's advantage to begin the upload process now, prior to school ending, because doing so can provide reports to help LEAs resolve data problems before staff leave for the summer. Once school ends, LEAs will need to re-upload the files, but the reconciliation process should be much faster because the majority of issues would have already been resolved.

The following suggested dates will help keep LEAs on track to certify on time. Be sure to adjust the dates if schools or offices close earlier for summer.

  • Now – Complete Student Information System (SIS) data population.
  • June 16 – Upload files and correct errors or discrepancies as needed.
  • June 30 – Review certification reports, correct errors, and fix discrepancies.
  • July 14 – Distribute reports for review and approval.
  • July 31 – Certify.
CHANGES TO EOY 1 – CAREER TECHNICAL EDUCATIONChange in Definition of Code 154 – Career Technical Education

To identify CTE courses as eligible for Carl Perkins or CTE Incentive Grant (CTEIG) funding, LEAs must populate Field 9.10 (CRS-Course Content Code) in the CALPADS Course Section Completion (CRSC) file with a code of 154 – Career Technical Education. Courses populated with a code of 154 must be:

  • Part of a course sequence that meets the CTE Pathway Standards.
  • Taught by an appropriately credentialed CTE teacher.
  • Used only for specific academic courses that have been identified as courses that would be logical parts of a CTE course sequence. For a list of the allowable courses, refer to the CALPADS Frequently Asked Questions (FAQ) Career Technical Education (EOY) Topics, which are posted on the CDE CALPADS FAQ Web page at: http://www.cde.ca.gov/ds/sp/cl/faq.asp.

Field 9.10 should be left BLANK for any CTE courses that do not meet the above criteria.

Field Number

Data Element Name

Coded Value/Name

Code Definition

9.10

CRS-Course Content Code

154 – Career Technical Education

The course content is related to an approved Career Technical Education (CTE) Pathway (as per the California Career Technical Education Model Curriculum Standards) and is taught by a teacher who is appropriately authorized through the California Commission on Teacher Credentialing to teach in a specific CTE industry sector.

Credentialing Requirements for Teaching CTE Courses

Teachers teaching CTE courses are required to either 1) hold a preliminary or clear Designated Subjects Career Technical Education Teaching Credential for a specific industry sector; or 2) hold a Single Subject Credential in a specific subject, which authorizes them to teach in specific industry sectors.

For more information on the specific requirements for the preliminary and clear Designated Subjects Credentials, please refer to the California Commission on Teacher Credentialing Credentials Leaflet 888 (CL-888) available on this California Commission on Teacher Credentialing Web page: http://www.ctc.ca.gov/credentials/leaflets/cl888.pdf.

See the table below for allowable Single Subject Credentials:

These credentials:

...Are allowed to teach courses in these industry sectors:

Agriculture Education AND Agriculture Specialist

  • Agriculture and Natural Resources

Business Education

  • Business and Finance
  • Information and Communications Technologies
  • Marketing, Sales, and Services

Home Economics

  • Education, Child Development, and Family Services
  • Fashion and Interior Design
  • Hospitality, Tourism, and Recreation

Industrial Arts

  • Building and Construction Trades
  • Energy, Environment, and Utilities
  • Engineering and Architecture
  • Manufacturing and Product Development
  • Transportation

Industrial Technology Education

  • Building and Construction Trades
  • Energy, Environment, and Utilities
  • Engineering and Architecture
  • Information and Communications Technologies
  • Manufacturing and Product Development
  • Transportation
CTE Report Changes
  • Non-concentrator student counts will now only be counted at the industry sector level in a separate report.
  • CTE reports will have a filter that allows LEAs to see courses considered "Perkins or CTEIG Fundable" (flagged with code 154) including Regional Occupational Centers and Programs (ROCP) courses and those that are not.
  • Concentrator and completer snapshot reports (3.14, 3.15) will now reflect student counts by pathway based on the pathway submitted in the Student Career Technical Education (SCTE) file and not based on the course they completed in the Course Section Completion (CRSC) file.
  • New snapshot reports (aggregate and student detail list) will be created equivalent to snapshot reports 3.14 and 3.15 for Non-Concentrator CTE Participants.
  • For EOY 2016–2017 Report C/A 3.14 will be disabled. This report will be re-activated for EOY 2017–2018 and modified to only include Concentrators/Completers and a new C/A report will be created to only include Non-Concentrators.
REMINDERS FOR EOY 2 – PROGRAM PARTICIPATIONEnsuring Correct Submission of Homeless Student Data in CALPADS

The accurate reporting of homeless students is important because it helps to generate funding for California to address the homeless issue. To ensure accurate reporting of homeless students, CALPADS LEA Administrators and district homeless liaisons should work together to ensure that data for all students who were homeless in the 2016–2017 academic year are reported. This means that a Student Program (SPRG) record must be submitted with dates that overlap the 2016–2017 academic year for each homeless student. After updating the information, LEAs should review certification report 5.4 - Homeless Students Enrolled - Unduplicated Count by School and supporting report 5.5 - Homeless Student List to ensure that the counts look accurate prior to certifying the data.

If you do not know who your LEA's homeless liaison is, a list of homeless education liaisons can be found on the CDE Homeless Education Web page at: http://www.cde.ca.gov/sp/hs/.

Updating Title I, Part A School-wide Status

LEAs are required to certify a school's Title I status in the Consolidated and Application Reporting System (CARS) as part of the Title I, Part A Notification of Authorization of Schoolwide Program data collection. A school's Title I status is certified as either Targeted Assisted Status (TAS) or Schoolwide Program (SWP). This information is loaded in CALPADS and is used to pre-populate information on Certification Report 5.1 – Program Participants – Count.

CALPADS has been updated with data from LEAs that have certified these data in CARS as of May 16, 2017. For LEAs that have not certified these data in CARS, CALPADS will reflect the school's status as TAS. In order to certify accurate data in EOY 2, LEAs receiving Title I, Part A funding should review their 2016–17 data in CARS as soon as possible, so that CALPADS reflects the correct Title I, Part A funding and TAS/SWP status for each school.CALPADS will be updated with CARS data on a weekly basis beginning Friday, May 19, 2017.

CHANGES TO EOY 3 – STUDENT DISCIPLINECollection of Attendance Data for Chronic Absenteeism Summary

The Every Student Succeeds Act (ESSA) requires states to report chronic absenteeism rates for schools (Section 1111(h)(1)(C)(viii) of the ESSA). To meet this requirement, LEAs will be required to submit attendance data to CALPADS through a new file type, Student Absence Summary (STAS), in order for the state to calculate chronic absenteeism rates on a student-level basis. The State Board of Education is also considering chronic absenteeism as one of the indicators for state and federal accountability.

The STAS data will be required for the first time as part of the 2016–17 End-of-Year (EOY) 3 - Student Discipline data submission. As part of EOY 3, LEAs will also be required to certify a cumulative enrollment count that is automatically calculated from the enrollment records posted in CALPADS.

Please note that the absenteeism data collected through CALPADS will not replace the average daily attendance (ADA) data submitted to the CDE for purposes of funding the Local Control Funding Formula (LCFF), or other programs funded based on ADA, although to the extent possible, the same definitions will be used so that LEAs may utilize the data that they already collect.

The CALPADS team is providing a special training course, STAS Data Population, to help LEAs prepare for the reporting of STAS data. The course reviews the data elements, validation rules, reports, and certification components. Visit the FCMAT/CSIS Training Web page at http://csis.fcmat.org/Pages/Trainings.aspx for the training schedule and to register if you have not already taken this course.

Clarification of Days Attended (13.16) FieldAs stated in the CALPADS File Specifications v8.6, Days Attended are the total number of days the student attended the school. Days Attended does not include days a student was absent due to an out-of-school suspension. Please note, Days Attended includes the days a student attended in-school suspension even though days in attendance in in-school suspension is reported separately in the Days in Attendance In-School Suspension (13.18) Field. Users have been receiving a STAS0318 (Invalid Total Absences and Days Attended) error for records where Days Attended does not already include Days in Attendance In-School Suspension. Days in Attendance In-School Suspension is not included in the total Absences as part of this validation.

Please ensure that your SIS is reporting the Days Attended (13.16) field correctly to CALPADS.

LETTER SENT TO SUPERINTENDENTS/CHARTER SCHOOL ADMINISTRATORS On 2016–17 DATA COLLECTIONS MID-YEAR UPDATE AND 2017–18 CHANGES

A letter dated May 5, 2017 was sent to Superintendents and Charter School Administrators highlighting the important areas of focus during the EOY data submission to CALPADS, as well as highlighting important changes for the 2017–18 reporting year. In particular, this letter highlights the use of the EOY data in the California School Dashboard (Dashboard) and the first-time collection of chronic absenteeism. This letter was also sent to CALPADS Administrators and is now posted on the CDE CALPADS Communications Webpage (under the Letters to Superintendents heading) at http://www.cde.ca.gov/ds/sp/cl/communications.asp.

The letter strongly urges Superintendents and Charter School Administrators to allocate sufficient staff resources to the timely and accurate submission and certification of these data now and in future years. The letter stresses that it is particularly important for LEAs to review these data for accuracy prior to certification, because once the EOY amendment window closes, LEAs will not receive another opportunity to decertify, correct, and recertify these data.

Questions:

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

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