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Dashboard Coordinator Update 3-10-17

Source:  Originally sent as an email to all Dashboard Coordinators on March 10, 2017:


Dear Dashboard Coordinators: 

On Wednesday, March 15, 2017, the California School Dashboard will be released to the public beginning at 10:30 a.m. This letter provides information on the media rollout, Web site address for the launch, additional resources, and updates to the system functionality.

Media Rollout

A press advisory was issued on March 10, 2017, which informed reporters about a Dashboard media orientation Webinar scheduled for 2:30 p.m. on Monday, March 13, during which reporters will receive information about an embargoed preview period.

Reporters who agree to the embargo will be given access to the live site beginning at 8 a.m. on Tuesday, March 14. The embargo will end with the public launch on Wednesday,

March 15, at 10:30 a.m. A press release will be issued simultaneously with the public launch. 

Web site Address

To access the public Web site, please direct users beginning March 15, to https://www.caschooldashboard.org/ . The Dashboard Coordinator log-in address will change to https://coordinator.caschooldashboard.org .

Resources

The public release of the downloadable data files and five-by-five grid (by district) placement reports will coincide with the Dashboard public release on March 15. These reports will be available on the California Accountability Model and School Dashboard Web page at http://www.cde.ca.gov/dashboard/ . These resources will also be linked from the Dashboard and DataQuest ( http://dq.cde.ca.gov/dataquest/ ). New and/or updated materials now available on the California Accountability Model and School Dashboard Web page.

System Functionality Updates

 

The following enhancements are now operational in the Dashboard.

•       Local Performance Indicators: At the State Board of Education meeting on March 8, 2017, the Board directed staff return to the former performance levels (Met, Not Met, and Not Met for Two or More Years ) for the local indicators. All communications will be updated prior to the public launch to reflect this change.

•       Grade 11 Smarter Balanced Assessment Results: The Grade 11 Smarter Balanced Assessment results are now available on the College/Career Single Indicator Report.

•       Additional Data on English Learners: English learner (EL) only and ELs who have not been reclassified as fluent English proficient (RFEP) are now available on the English Language Arts and Mathematics assessments Single Indicator Reports.

•       Optional Narrative Box: The Optional Narrative Box functionality is now operational for LEAs to explain their local context or identify any circumstances that may have impacted their performance.

Thank you for your continued feedback during the preview. If you have any further questions regarding the public release, please contact the Local Agency Systems Support Office by e-mail at .

 

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CALPADS Update #124

FALL 2 COLLECTION WINDOW: DEADLINE REMINDER

The final Fall 2 amendment window closes on March 31, 2017. It is important for local educational agencies (LEAs) to certify the Fall 2 submission on or before March 31, 2017 in order to report their official staff full-time equivalent (FTE), English learner (EL) services, and student courseenrollment data. 

 


CHANGES TO THE CALPADS DIRECT CERTIFICATION EXTRACT

On March 7, 2017, CALPADS will stop using status code “Other” (represented by “O” in the CALPADS interface) for students eligible for free meals. The CALPADS user interface (UI) for the Direct Certification extract will display additional status codes as noted in the table below. CALPADS will replace the “O” sta tus with the appropriate status: “M” for Free MediCal , “R” for Reduced MediCal, or “T” for TANF. The “ S ” status code for SNAP will not change. “Other” (“O”) is the only status being replaced.

 LEAs should be aware there will be four codes that indicate whether a student is flagged for Direct Certification: Codes S, M, R, and T. The CALPADS UI will be changed to show the new Direct Certification Status codes. The status code selection is a multi-selection drop-down menu that can be controlled as follows: With a mouse click plus the Shift key (to select an entire group of continuous options) or with a mouse click plus the CTRL key (to select various status code options in a random order).

As of March 7, 2017, the Direct Certification extract will reflect the following values noted in the table. Note that if you request the Direct Certification extract prior to March 7, 2017, the system will use status codes of “ S, ” “ O, ” and “ N ” (and as mentioned above, “O” will be replaced accordingly as of March 7). (Note: The table below continues on the following page.)

 

Code

Definition

S SNAP – The student is directly certified for free meals because the student is receiving Supplemental Nutrition Assistance Program (SNAP) benefits (also known as CalFresh).

M

Free MediCal – The student is directly certified for free meals because the student has met the income eligibility criteria through the MediCal program.

R

Reduced MediCal – The student is directly certified for reduced-price meals because the student has met the income eligibility criteria through the MediCal program.

T

TANF – The student is directly certified for free meals through TANF, the Temporary Assistance for Needy Families program (CalWORKS).

N

Not Certified – The student is not directly certified for free meals.

 For more information, please contact the Direct Certification team ( ) in the Nutrition Services Division within the California Department of Education (CDE). For CALPADS-related questions, contact the CALPADS Service Desk at

 


 

 

UPCOMING CHANGES TO LEA ADMINISTRATOR AUTHORIZATION PROCESS 

The CDE is updating the LEA Administrator authorization process to meet current security best practices. A more secure and comprehensive process will be implemented in late summer 2017. Additional information in this regard will be coming out within the month. In the interim, LEA Administrators are being asked for new applications when their passwords expire, in order to ensure that the CDE has current and updated information on file. This process is being administered by the CALPADS Operations Office and not the CALPADS Service Desk.

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CELDT update for CA Assessment Coordinators

Source:  Email sent to California Assessment Coordinators on March 1st, 2017:

 

Dear District Accountability Coordinators, CELDT and CAASPP Assessment Coordinators, and Bilingual Coordinators:

UPDATE ON ACCOUNTABILITY AND THE CALIFORNIA ENGLISH LANGUAGE DEVELOPMENT TEST CORRECTION PERIOD

The purpose of this letter is to provide an update to local educational agencies (LEAs) and charter schools on the development of the new accountability system and a reminder related to the California English Language Development Test (CELDT) correction period.

Specifically, the Annual Measurable Achievement Objectives (AMAOs) are no longer reported. The passage of the Every Student Succeeds Act (ESSA) in December 2015 moved English learner (EL) accountability from Title III to Title I.

The new local, state, and federal continuous improvement accountability system uses CELDT results for the English Learner Progress Indicator (ELPI). All LEAs and schools, other than alternative schools, that have at least 30 annual CELDT takers in the current year CELDT file and at least 30 annual CELDT takers in the prior year’s CELDT file will have a performance level (or color) reported in the ELPI. More information about the new accountability system can be accessed through the California Accountability Model & School Dashboard Web page at http://www.cde.ca.gov/ta/ac/cm/index.asp.

EL accountability will no longer be linked with the Title III funding of districts and consortia. Under the Local Control Funding Formula (LCFF), all LEAs will be eligible for technical assistance if at least one student group meets specified criteria in two or more LCFF state priority areas. (For more information see pages 56 through 60 in the California School Dashboard Technical Guide at http://www.cde.ca.gov/ta/ac/cm/documents/dashboardguidespring17.pdf.) Identification of LEAs will begin in fall 2017. The State Board of Education (SBE) will approve the state plan for ESSA in fall 2017 which will include the criteria for identifying the lowest five percent of Title I schools. Identification of schools under these criteria will begin in fall 2018.

Note: All LEAs and non-alternative schools with the required number of EL annual testers will have EL accountability reported in the ELPI regardless of Title I and Title III funding status.

The 2016–17 CELDT correction period runs from February 27, 2017, to March 24, 2017. This is the only opportunity for LEAs and charter schools to correct their CELDT data. Because the 2016–17 CELDT data will be used in calculating the ELPI for fall 2017, it is imperative that this CELDT data be reviewed for accuracy. Questions about the CELDT 2016–17 Edition Data Review Module (DRM) are posted and answered at http://www.celdt.org/resources/faq/#drm. Please pay special attention to the CELDT fields listed in the attachment as these are used in calculating the ELPI.

If you have questions concerning the ELPI, please contact the Academic Accountability Team by phone at 916-319-0863 or by e-mail at For questions concerning the CELDT, please contact the English Language Proficiency and Spanish Assessments Office by phone at 916-319-0784or by e-mail at For Title III program and policy questions, please contact the Language Policy and Leadership Office by phone at 916-319-0845or by e-mail contact Sandra Covarrubias at .

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LCAP Dashboard Update - March 1, 2017

Note:  This email was originally distributed on March 1st, 2017 to the Calfiornia Dashboard Coordinator's listserv:

Dear Dashboard Coordinators: 

March 1, 2017 

UPDATE ON PUBLIC RELEASE AND NEW FUNCTIONALITY 

The California School Dashboard local educational agency (LEA) preview period continues through early March. This correspondence provides an update on the public launch, new system functionality, and future system features expected to rollout prior to the public launch. 

Public Launch 

The public launch is tentatively scheduled for the week of March 13, 2017. We encourage LEAs to continue to use this period to share their performance data with local stakeholders. A communications toolkit (see Resources section below) is available to assist in that effort. As the specific date of public launch nears, we will notify Dashboard Coordinators and Public Information Officers about the communications rollout for state, regional, and local media outlets. 

New Web site Features 

Since the LEA preview began on February 10, 2017, several new Dashboard features are now available. Most notably, users can now select Single Student Group Reports to see how a particular student group is performing with respect to any of the state indicators. This feature can be accessed by selecting a state indicator from any of the report tabs and then selecting a student group within the Single Indicator Report. In response to user feedback, updates are now available to assist with navigating throughout the site, including ensuring that report navigation tabs are present on all pages. 

Functionality Under Development 

The following features are under development and are expected to rollout prior to the public launch in March 2017. 

 

  • Student Group Report Availability: The Student Group Report provides the performance of all students and each student group on the state indicators. Users can choose to highlight only the student groups in the Blue and Green performance levels, the Yellow performance level, or the Orange and Red performance levels.
  • Local Performance Indicators-New Performance Categories: Based on stakeholder feedback, the three performance levels for the local indicators, Met, Not Met, and Not Met for Two or More Years are being changed to Data Reported, Data Not Reported, Data Not Reported for Two or More Years. This change is designed to clarify that meeting the standard is based on whether the LEA collected and reported the local performance data for each of the local indicators.
  • Grade 11 Smarter Balanced Assessment Results: The Grade 11 Smarter Balanced Assessment results will be available on the College/Career Single Indicator Report. This data is a component of the College/Career Indicator that will be made available in fall 2017.
  • Additional Data on English Learners: English learner (EL) only and ELs who have not been reclassified as fluent English proficient (RFEP) will be available on the English Language Arts and Mathematics assessments Single Indicator Reports.
  • Optional Narrative Box: The Optional Narrative Box functionality will be operational prior to the public release to provide LEAs the opportunity to explain their local context or identify any circumstances that may have impacted their performance. 
  • Resources
    In conjunction with the LEA preview of the Dashboard, the embargo of the downloadable data files and five-by-five grid (by district) placement reports continues. These reports display (by district) the schools' and student groups' placement on each of the five-by-five color tables. The embargo will continue until the public launch of the Dashboard in March. Once the embargo is lifted, these files will be available to the general public on the California Accountability Model and School Dashboard Web page at http://www.cde.ca.gov/dashboard/ . These resources will also be linked from the Dashboard and DataQuest ( http://dq.cde.ca.gov/dataquest/ ). 

    Please note that the downloadable data files are being updated and will be posted to the embargoed Web page prior to the public release. These updates will impact the Dashboard report for a select number of LEAs and schools. Additionally, in response to user feedback, the California School Dashboard Technical Guide will also be updated and posted to the public California Accountability Model and School Dashboard Web page prior to the Dashboard’s public release. 

    New resources, including an introductory video, parent resources tab, and translation of select pieces of the communications toolkit will be added prior the public launch to the California Accountability Model and School Dashboard Web pages ( http://www.cde.ca.gov/dashboard/ ). Please note that these Web pages are accessible to the general public and are not subject to the embargo that is in place for the downloadable data files and five-by-five placement grids.

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CALPADS Fall 2 Deadline Update from CSIS

Dear County and District Superintendents and Charter School Administrators and Local Educational Agency (LEA) representatives:

 

This is a reminder that the certification deadline Fall 2 data submission is March 3, 2017.

The Fall 2 amendment window closes on March 31, 2017.

 

The CDE recognizes that CALPADS system constraints and flooding evacuations have impacted many LEAs. For LEAs that do not certify by the March 3 deadline, there will be no letter sent to superintendents and charter school administrators advising of a missed deadline. Additionally, missing the March 3 deadline will not affect the Data Recognition Awards for LEAs that do not certify by March 3. In other words, the CDE shall forego the requirement to certify by March 3 in order to be eligible for the Data Recognition Awards.

Source:  Email sent on Feb 24th, 2017 via <>

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State Board tells LBUSD to go fish . . .

Edjoin.org is reporting today that Long Beach Unified's idea to abandon the 11th grade SBAC tests (four separate online tests administered at roughly the same time as AP and SAT tests for 11th graders), and instead use just the SAT as the 11th grade measure for performance has been denied by the State Board of Education.  Bummer.

The April/May time-frame of our high school juniors is SO impacted as to make it almost child abuse.  Students must take the SAT test, multiple AP tests, and then several days of SBAC testing.  And they are also keeping up grades in all of their classes as well.  Seems a shame we couldn't push the SBAC testing in grade 11 back to grades 10 or 9, where there currently is no state data being collected.  By the time we get any actionable data from the 11th grade SBAC tests, the students are already in their senior year!   Spreading out the assessment to minimize the stress created by trying to cram so much testing into such a small window and to create access to data earlier in each student's high school career seems a pretty good idea to me. . . .

I am reminded of the great scene from my "Cousin Vinny":

Full story here at edjoin.org:  https://edsource.org/2017/california-education-officials-reject-long-beachs-request-to-replace-statewide-assessment-with-sat/577701

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CARS NewsFlash #55

CARS NewsFlash #55

News Flash 55 was sent to LEA User Administrators announcing the 2016 Winter Release Webinar video has been posted to YouTube.

To:            Consolidated Application Subscription List, CARS LEA User Administrators

From:        Consolidated Application and Reporting System (CARS) Project Team

Date:         January 27, 2017

Subject:     Consolidated Application and Reporting System Update FLASH #55

2016 Winter Release Webinar

The Consolidated Application and Reporting System (CARS) Project Team has created a YouTube video: 2016 Winter Release Webinar. The recording provides an overview of how to navigate within the CARS and a general review of the Winter Release data collections. The direct link is: https://youtu.be/fgu0VpiuVUM  . We recommend that you view the recording in full screen mode to make the smaller text easier to read.

Other Resources

You can find other helpful resources on the Consolidated Application (ConApp) Web site at http://www.cde.ca.gov/fg/aa/co/ including:

  • 2016–17 Consolidated Application Program Guidance
  • 2016–17 Consolidated Application Instructions

Each form’s data entry instructions include step-by-step procedures to complete the form, a list of all error messages, and (if applicable) how to resolve the error.

Also, the CARS Web page at http://www.cde.ca.gov/fg/aa/co/cars.asp includes the CARS LEA User Guide that contains more information on how the system works and how to use each of the tabs.

Deadline Reminder

All 2016 Winter Release data collections are due Tuesday, February 28, 2017. As the deadline approaches, and more LEAs are submitting data, the system performance will slow down due to the volume of data saved. We encourage you to avoid the rush and certify your ConApp early. Note: the data collections will remain open after the deadline while we validate submitted data and expedite unsubmitted data.

Additional Information

If you have any questions regarding CARS, please contact the Consolidated Application Support Desk by e-mail at .

If this e-mail was forwarded to you and you wish to subscribe to the Consolidated Application e-mail list, please send a blank e-mail to .

 

Questions:   ConApp Support Desk |  | 916-319-0297
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CALPADS Fall 2 for Beginners!

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Civil Rights Data Collection Window for 2017

We are pleased to announce that beginning on February 10th, 2017 the Civil Rights Data Collection (CRDC) submission system for the 2015–16 school year will open to Local Educational Agencies (LEAs).  To ensure system performance is maintained, the 2015–16 CRDC will have staggered open and close dates based on region. The open and close dates, and states associated with each region, are listed below.  Each region has the standard 75 calendar days from their assigned open date to submit data.

Phase 3: West Coast (Including Mountain, Alaska, and Hawaii) LEAs: Opening February 10, 2017 and closing April 28, 2017

States included in this region: AK, AZ, CA, CO, HI, ID, MT, NV, NM, OR, UT, WA, and WY

The submission system will open to a select number of State Educational Agencies (SEAs) that are assisting their LEAs with the 2015–16 school year data submission on January 17, 2017.  Participating SEAs and LEAs have been notified.

On the day of your assigned submission open date, all identified Superintendents, Primary Points of Contact and Alternate Points of Contact will receive an email containing their username and web link to verify their account and create a password in the CRDC submission system.  

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There are 4 CALPADS listservs (who knew!)

There are four unique listservs that disseminate info about CALPADS.  One is maintained by CSIS/FCMAT and serves as a Q & A forum for day-to-day users.  The other three are "one-way" messaging systems and do not accept replies.  A list of these and their intended audiences and access instructions is below:

"CALPADS" listservs Intended Audience Access Instructions 

1.  "CSIS-LS"

Lot's of back-and-forth messages from CALPADS Coordinators

Individuals who work on a daily basis with all aspects of the system, including preparing data for upload, working with various SIS systems, resolving errors, and validating/verifying data.  The group is open to all local school district CALPADS administrators and usually has around 200 active participants.  This is a lively back-and-forth discussion forum with roughly 25 to 50 email messages going back and forth each day.  It is advisable to use a secondary email account just for this listserv or to create some rules within your email filter to sort these messages into their own folder.  https://csis.fcmat.org/Pages/Listserv.aspx

2.  "CALPADS-LEA"

Only official information

According to the CDE website, "The CALPADS-LEA listserv is a private listserv restricted to LEAs. All requests for membership will be reviewed before approval is granted."  This is one of the official channels in which "Flash" updates from CDE regarding CALPADS is disseminated.  Generally anyone who is the LEA CALPADS Coordinator should be on this list to receive deadline information, product improvement updates, known issues updates, and new data requirement updates.  

(Note to CDE - Since this is official information already posted on the CDE site, and not priviliged info in any way, it might make sense to open access of this list up a bit too!  That way we can assign a unique email address to it (e.g. ) and then route this critically important info to all necessary parties at our schools.
http://www.cde.ca.gov/ds/sp/cl/listservs.asp

3.  "CALPADS-SIS-VENDORS"

Only official information

"The CALPADS-SIS-VENDORS listserv provides information relevant to the development and implementation of CALPADS to Student Information System (SIS) vendors and LEAs utilizing custom-designed SISs. This listserv is an open listserv with no membership restrictions." This listserv provides an opportunity to understand how changes in the CALPADS system may impact your student information system (e.g. Aeries, PowerSchool, Infinite Campus, Illuminate SIS, and others).  There is usually a monthly vendor conference call as well, that is usually attended by representatives of those companies (when it hasn't been cancelled).  

http://www.cde.ca.gov/ds/sp/cl/listservs.asp

4.  "CASEMIS-TO-CALPADS"

Only official information

"The CASEMIS-TO-CALPADS listserv disseminates information to LEAs regarding the transition from the California Special Education Management Information System (CASEMIS) to CALPADS. This listserv is an open listserv with no membership restrictions. "  Since the CASEMIS data is scheduled to "morph" into CALPADS at some point in the 2019-2020 time-frame, it would make sense for Special Education leaders and CALPADS Coordinators to participate in this listserv in order to anticipate these changes in how SPed data is captured, stored, and reported. http://www.cde.ca.gov/ds/sp/cl/listservs.asp
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So, the Fall 1 CALPADS deadline is when ???

Still don't have a revised date for the Fall 1 CALPADS cert.  Hang in there everybody!  

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CARS NewsFlash #52

2016-17 Spring Release

The Consolidated Application and Reporting System (CARS) is on schedule for a Sunday, May 15, 2016 release of the data collections listed below. All data collections will have a deadline date of June 30, 2016.

2014-15 Expenditure Reports

  • Title II, Part A Fiscal Year Expenditure Report, 24 Months
  • Title III, Part A Immigrant YTD Obligations Report, 24 Months
  • Title III, Part A LEP YTD Obligations Report, 24 Months

2015–16 End of Year Reports

  • Title I, Part A Nonprofit Private School Student Demographics and Services
  • Title I, Part A School Funded Staff Report
  • Title I, Part A Parental Involvement Policies
  • Title I, Part A School Program Improvement Activities
  • Title I, Part A Program Improvement Expenditures and Reallocation Criteria
  • Title I, Part D Facilities Report
  • Title I, Part D Demographics by Program
  • Title I, Part D Outcomes
  • Title I, Part D Academic Performance
  • Title II, Part A School Class Size Reduction Report
  • Title II, Part A Fiscal Year Expenditure Report, 12 Months
  • Title III, Part A Immigrant YTD Obligations Report, 12 Months
  • Title III, Part A LEP Nonprofit Private School Reimbursement
  • Title III, Part A LEP YTD Obligations Report, 12 Months
  • Title VI, Part B, Subpart 2 RLIS Activity Report
  • Homeless Education Policy, Requirements, and Implementation

2016–17 Application for Funding Reports

  • Certification of Assurances
  • Protected Prayer Certification
  • Application for Funding
  • School Student Counts, Projected
  • Other ESEA Nonprofit Private School Participation
  • Economic Impact Aid School Funding Plan
  • Title I, Part A Nonprofit Private School Participation
  • Title I, Part A Planned School Allocations
  • Substitute System for Time Accounting
Summary of Changes

2014-15 Title III, Part A Immigrant YTD Expenditure Report, 24 Months

  • Added display of supplemental entitlement which is included in calculating unspent funds.

2015–16 Title I, Part D

  • All forms:
    • If the program-specific (At-Risk; Neglected; Juvenile Detention) count of facilities in Title I, Part D Facilities Report is greater than zero and the number of same program-specific facilities that reported student data is equal to zero, then the program section in each form will not display.
  • Outcomes:
    • Added new field to each program section: “Within 90 calendar days after exit, the number of students who earned high school course credits.”
    • Added new field to each program section: “Within 90 calendar days after exit, the number of students who enrolled in GED program.”

2015–16 Homeless Education Policy, Requirements, and Implementation

  • Added new field to indicate whether the homeless liaison has attended and/or participated in homeless education liaison training within the last two years.
  • Added new field, if homeless liaison has completed training, to indicate at what leve was provided: Local; County; State; National.

2016–17 Other ESEA Nonprofit Private School Participation

  • Added Title III, Part A Immigrant as a participation option.

California Longitudinal Pupil Achievement Data System Data Dependency on CARS for School Title I Program Status

The California Longitudinal Pupil Achievement Data System (CALPADS) End of Year 2 (EOY2) data collection is dependent on data that LEAs certify in the CARS Title I, Part A Notification of Authorization of Schoolwide Program (SWP) data collection.

If the LEA has not already certified their 2015-16 Title I, Part A Notification of Authorization of SWP school data, CALPADS will consider all schools in the district as target assistance (TAS). The TAS/SWP status in CALPADS cannot be updated until the LEA has certified the data in CARS.

If you have questions about SWP eligibility or have questions related to the 2015-16 Title I, Part A Notification of Authorization of Schoolwide Program form, please contact Franco Rozic, Title I Monitoring and Support Office at or by phone at 916-319-0269.

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CARS NewsFlash #53

2016 Spring Release Webinar

The Consolidated Application and Reporting System (CARS) Project Team has created our second YouTube video: 2016 Spring Release Webinar. The recording is an overview for local educational agencies (LEA), of how to navigate within the CARS and a general review of the Spring Release data collections. The direct link is: https://youtube/UTLDHSN_RhM . Given the clarity of the smaller text is not the best, we recommend that you view the recording in full screen mode.

Also, the following additional training information is available from the Consolidated Application (ConApp) Web site at http://www.cde.ca.gov/fg/aa/co/:

  • 2016-17 Consolidated Application Program Guidance
  • 2016-17 Consolidated Application Instructions

Each form’s instructions include step-by-step instructions to complete the forms, a list of all error messages, and if applicable how to resolve the error.

The CARS Web site at http://www.cde.ca.gov/fg/aa/co/cars.asp includes a link to the CARS LEA User Guide that contains more information on how the system works and how to use each of the tabs.

"Missing" 2016-17 Data Collections

ConApp Support has received a number of telephone calls and e-mails about “missing” 2016-17 data collections. Please remember that the display of additional data collections is dependent on what you apply for in the 2016-17 Application for Funding.

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Aeries Data Entry Guide (2015)

We just posted a wonderful resource sent to us from Redding School District. If you are an Aeries SIS user you will find this data entry guide extremely valuable. And if you don't use Aeries - we need whatever publicly sharable documents you have! (Please no proprietary vendor documents unless they are specifically in the public domain). Registered members of this site can "Add a File" by choosing that link from their "USER" menu. Documents are reviewed to make sure they fit with the document sharing policy of the site and then published in an appropriate category.

Check the downloads area.  It's posted under the "CALPADS" section.  Remember to log in first!Redding USD School Logo open book pages

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Guidance on CASEMIS Data Transition

 

October 25, 2016

Dear County and District Superintendents and Charter School Administrators:

Consistent with the State Superintendent’s Blueprint for Great Schools 2.0, the California Department of Education (CDE) continues to streamline the collection of data and increase its quality to facilitate data-driven decision-making in support of continuous improvement at both the state and local levels. The next major step in this ongoing effort is the transition of the California Special Education Management Information System (CASEMIS) data collection into the California Longitudinal Pupil Achievement Data System (CALPADS). The one-time work associated with this transition will translate into ongoing benefits that include reduced data-related workload and increased data quality. Perhaps most importantly, this integration of data will also support programmatic efforts to include students with disabilities (students with individualized education plans or service plans) to a greater extent in the general education environment.

The success of this important effort depends on strong collaboration between the CDE, the Special Education Local Plan Areas (SELPAs), local educational agencies (LEAs), and student information system (SIS) and special education system (SES) vendors. It will be especially critical for local CALPADS and special education staff to receive support to work closely together during and following the transition.

The CDE has developed a high level timeline that includes a test phase in 2018–19 and full implementation in 2019–20. A more detailed timeline is attached. While full implementation is in the future, it is important that LEAs begin now to modify existing business processes to ensure integrity between data maintained by local SIS and SES.

The CDE has already begun discussions with SELPAs and SES vendors, and will begin to reach out to LEA-level special education and CALPADS staff. Please forward this information to key special education staff and CALPADS LEA administrators. Project updates will be provided primarily through the CASEMIS to CALPADS (C2C) Listserv. Information on how to subscribe to the C2C Listserv can be found on the CDE CALPADS Listservs Web page at http://www.cde.ca.gov/ds/sp/cl/listservs.asp. 

 

For more information, please contact Shiyloh Duncan-Becerril, Administrator, Special Education Division, by phone at 916-327-3547 or by email at ; or Karen Almquist, Administrator, CALPADS/CBEDS/CDS Operations Office, by phone at 916-319-0529 or by email at

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Cooking with CALPADS: Fun with Extracts

There are 9 types of CALPADS Extract files:

cooking_calpads_300.png

1.  ODS Extracts

2.  SSID Extract

3.  Candidate List Extract

4.  Replacement SSID Extract

5.   Rejected Records Extract

6.  Direct Certification Extract

7.  Assessment - Student Results Extract New!

8.  Assessment - Individual Student Results Extract New!

9.  Suspense Resolution Records

 

 

Type #1 - "Operational Data Store or 'O.D.S.' extract" 

Generating an ODS extract is useful if you want to compare the data in CALPADS to what is in your own SIS system.  Since an ODS extract pulls out the "live" data, you can match what is in CALPADS to your own data to make sure you have enrolled or exited all of the students correctly, to identify students who might be participating in a program, determine the EL status, etc.

There are 13 different types of ODS extract files.  They are virtually identical to the files used to upload data to the calpads system from your student information system, with three differences: the ODS Extract file is structured like the input file with the addition of two fields, (A) the upload date and (B) the last date updated, at the end of each record. Additionally, the (C) Record Type Code will have a ‘-R’ appended to the Input Record Type Code.

ODS Extract Record Type Codes

#

Record Type

Input Record Type Code

ODS Extract Record Type Code

1

SSID Enrollment

SENR

SENR-R

Student Information

SINF

SINF-R

3

Student English Language Acquisition

SELA

SELA-R

4

Student Program

SPRG

SPRG-R

5

Student Discipline

SDIS

SDIS-R

6

Student Waivers

SWAV

SWAV-R

7

Staff Demographics

SDEM

SDEM-R

8

Staff Assignment

SASS

SASS-R

9

Course Section Enrollment

CRSE

CRSE-R

10

Course Section Completion

CRSC

CRSC-R

11

Student Course Section Enrollment

SCSE

SCSE-R

12

Student Course Section Completion

SCSC

SCSC-R

13

Student Career Technical Education

SCTE

SCTE-R


 

Type #2 - "SSID extract"

An LEA may request an extract of their "State Student Identifier Number" or "SSID" information from the CALPADS portal. CALPADS will create the extract file according to the user’s specified selection criteria. The SSIDs in the file may be imported into a local student information system and/or used locally on the user’s personal computing system.

The file will contain a list of SSIDs and limited demographics based on the selected filter criteria defined by the LEA. CALPADS will extract ONLY THE SSIDs associated with the students currently enrolled in the LEA. The content of the SSID Extract file is listed in the table below.

SSID Extract Record Layout

#

CALPADS File Element

Field Type

Max Length

Business Rule

Reporting LEA

CS

7

This will default to the institution identifier of the User ID. May not be blank.

School of Attendance

CS

7

The 7 digit code associated with the student’s school of attendance. May not be blank.

SSID

CS

10

The SSID for the student. If the SSID associated with the enrollment is retired, the system will populate the SSID field with the active SSID associated with the retired SSID. May not be blank.

Local Student ID

CS

16

The student’s Local Identifier associated with the enrollment. May not be blank.

Student Legal Last Name

CS

50

The Legal Last Name of the student. May not be blank.

Student Legal First Name

CS

30

The Legal First Name of the student. May not be blank.

Student Legal Middle Name

CS

30

The Legal Middle Name of the student. May be blank.

Gender Code

CS

1

The Gender Code of the student. May not be blank.

Student Birth Date

DT

8

The Birth Date of the student. May not be blank.

10 

Enrollment Start Date

DT

8

The Enrollment Start Date of the student. May not be blank.

11 

Grade Level Code

CS

2

The Grade Level of the student. May not be blank.

12 

English Language Acquisition  Status Code

CS

4

The most recent English Language Acquisition Status Code from SELA table in ODS.

13 

English Language Acquisition Status Start Date

DT

8

The most recent English Language Acquisition Status Start Date from SELA table in ODS.

14 

Primary Language

CS

2

The most recent value from SELA table in ODS.

15 

Date SSID Created

DT

8

The date the SSID enrollment was created in CALPADS. May not be blank.

 

 


Type #3 - "Candidate List extract (SECL)"

 An LEA may request a Candidate List Extract file for a specified SSID batch submission. The extract file will contain data an LEA may use with their local computing environment to analyze and select SSID candidates provided by CALPADS. The LEA can then upload a response file (see SSID Enrollment Candidate List Response section below) of resolved candidates to CALPADS for processing.

Candidate List Extract Record Layout

#

CALPADS File Element

Field Type

Max Length

Business Rule

Record Type Code

CS

4

A category describing the type of data record being submitted SECL.

Request ID

CS

36

CALPADS assigned unique ID associated with the SSID request candidate list of selection records generated based on the SSID request submission. The Request ID links the SSID request candidate list records to the original SSID Request record.

May not be blank.

Job ID

CS

36

The Job ID associated with the Candidate List. May not be blank.

Request Record Type

CS

20

The type of the record in the Candidate List. The values may include Request, Candidate, New, and None. May not be blank.

Select Flag

CS

1

The flag will be set to “Y” to indicate the candidate record selected by the LEA. This field will be blank in the extract file. Only one candidate record per Request ID may be selected. Valid values are “Y” or blank

Candidate Score

CS

3

The matching score of the candidate. Only populated when record type equals Candidate.

Student Local ID

CS

16

The Local Identifier of the candidate record or request record.

SSID

CS

10

The SSID for the student. This will only be populated when field Request Record Type equals “Candidate”.

Student Legal Last Name

CS

50

The Legal Last Name of the request record or candidate. May not be blank.

10 

Student Legal First Name

CS

30

The Legal First Name of the request record or candidate. May not be blank.

11 

Student Legal Middle Name

CS

30

The Legal Middle Name of the request record or candidate. May be blank.

12 

Student Legal Name Suffix

CS

10

The Legal Name Suffix of the request record or candidate. May be blank.

13 

Student Alias First Name

CS

30

The Alias Last Name of the request record or candidate. May be blank.

14 

Student Alias Middle Name

CS

30

The Alias First Name of the request record or candidate. May be blank.

15 

Student Alias Last Name

CS

50

The Alias Middle Name of the request record or candidate. May be blank.

16 

Student Birth Date

DT

8

The Birth Date of the request record or candidate. May not be blank.

17 

Student Gender Code

CS

1

The Gender Code of the request record or candidate SSID. May not be blank.

18 

Student Birth Country Code

CS

2

The Birth Country Code of the request record or candidate. May not be blank.

19 

Student Birth State Province Code

CS

6

The Birth State Province Code of the request record or candidate. May be blank.

20 

Primary Language Code

CS

2

The Primary Language Code of the request record or candidate. May not be blank.

21 

Reporting LEA

CS

7

The 7 digit Reporting LEA code of the request record or candidate. May not be blank.

22 

School of Attendance

CS

7

The 7 digit School of Attendance code of the request record or candidate. May not be blank.

23 

Enrollment Start Date

DT

8

The Enrollment Start Date of the request record or candidate. May not be blank.

24 

Enrollment Exit Date

DT

8

The Enrollment Exit Date of the request record or candidate. May be blank.

25 

Grade Level Code

CS

2

The Grade Level Code of the request record or candidate. May not be blank.

 

SSID Enrollment Candidate List Response

The following sections describe the process and file layout associated with the offline resolution of the Candidate List. This process will allow an LEA to resolve the Candidate List outside of CALPADS through use of a local automated or manual process. The resolved Candidate List, the Candidate List Response file, may then be uploaded to CALPADS for processing of the selected candidate records. This upload process is available only to authorized LEA users granted the appropriate user role by the local LEA Administrator.

After the Candidate List is resolved offline, the LEA creates the Candidate List Response file and uploads the file to CALPADS for processing. CALPADS will process the file and produce one of the following results:

• If errors exist, an error message is generated and the LEA is informed that changes are required 

• If no errors exist, CALPADS will update the disposition of each SSID request in the ODS

Candidate List Response File Content

The Candidate List Response file will contain the resolution of the candidates included in the original Candidate List extract file. The Candidate List Response file will be produced by the LEA. The Candidate List Response file must adhere to the following rules:

• The Candidate List Response file must contain all records included in the original extract file

• The records in the file do not have to be in any particular sequence

• One and only one Select Flag field may contain “Y” for each SSID request candidate list group (where the Request ID fields are the same value).

The content of the Candidate List Response file is listed in Table 42 below.

Candidate List Response File Content

#

CALPADS File Element

Field Type

Max Length

Business Rule

Record Type Code

CS

4

A category describing the type of data record being submitted - SECL

Request ID

CS

36

CALPADS assigned unique ID associated with the SSID request candidate list of selection records generated based on the SSID request submission. The Request ID links the SSID request candidate list records to the original SSID Request record.

May not be blank.

Job ID

CS

36

The Job ID associated with the Candidate List. May not be blank.

Request Record Type

CS

20

The type of the record in the Candidate List. The values may include Request, Candidate, New, and None. May not be blank.

Select Flag

CS

1

The flag will be set to “Y” to indicate the candidate record selected by the LEA. This field will be blank in the extract file. Only one candidate record per Request ID may be selected. Valid values are “Y” or blank

Candidate Score

CS

3

The matching score of the candidate. Only populated when Request Record Type equals “Candidate”.

Student Local ID

CS

16

The Local Identifier of the candidate record or request record.

SSID

CS

10

The SSID for the student. This will only be populated when Request Record Type equals “Candidate”

Student Legal Last Name

CS

50

The Legal Last Name of the request record or candidate. May not be blank.

10 

Student Legal First Name

CS

30

The Legal First Name of the request record or candidate. May not be blank.

11 

Student Legal Middle Name

CS

30

The Legal Middle Name of the request record or candidate. May be blank.

12 

Student Legal Name Suffix

CS

10

The Legal Name Suffix of the request record or candidate. May be blank.

13 

Student Alias First Name

CS

30

The Alias Last Name of the request record or candidate. May be blank.

14 

Student Alias Middle Name

CS

30

The Alias First Name of the request record or candidate. May be blank.

15 

Student Alias Last Name

CS

50

The Alias Middle Name of the request record or candidate. May be blank.

16 

Student Birth Date

DT

8

The Birth Date of the request record or candidate. May not be blank.

17 

Student Gender Code

CS

1

The Gender Code of the request record or candidate SSID. May not be blank.

18 

Student Birth Country Code

CS

2

The Birth Country Code of the request record or candidate. May not be blank.

19 

Student Birth State Province Code

CS

6

The Birth State Province Code of the request record or candidate. May be blank.

20 

Primary Language Code

CS

2

The Primary Language Code of the request record or candidate. May not be blank.

21 

Reporting LEA

CS

7

The 7 digit Reporting LEA code of the request record or candidate. May not be blank.

22 

School of Attendance

CS

7

The 7 digit School of Attendance code of the request record or candidate. May not be blank.

23 

Enrollment Start Date

DT

8

The Enrollment Start Date of the request record or candidate. May not be blank.

24 

Enrollment Exit Date

DT

8

The Enrollment Exit Date of the request record or candidate. May be blank.

25 

Grade Level Code

CS

2

The Grade Level Code of the request record or candidate. May not be blank.

 

 


 

Type #4 - "Replacement SSID extract"

 Honestly, I don't know why you would need this extract?


 

Type #5 - "Rejected records extract"

An LEA may request an extract of the rejected records for a specific batch submission. The data in the file may be used locally on the user’s personal computing system for analysis and resolution of errors.

The following record types will follow the Rejected Records Extract format described in this section:

• SENR (SSID Enrollment)

• SINF (Student Information)

• SPRG (Student Program)

• SDIS (Student Discipline)

• SWAV (Student Waivers)

• SDEM (Staff Demographics)

• SASS (Staff Assignment)

• CRSE (Course Section Enrollment)

• CRSC (Course Section Completion)

• SCSE (Student Course Section Enrollment)

• SCSC (Student Course Section Completion)

• SCTE (Student Career Technical Education)

• SELA (Student English Language Acquisition)

Record Layout

The Reject Record Extract file layout for each file type above will follow the same structure as their corresponding input file format as documented in the CALPADS File Specification (CFS) document with the addition of the following six fields identified in Table 61:

Rejected Records Extract Record Layout

#

CALPADS File Element

Field Type

Max Length

Business Rule

Error Code

CS

2

The error code associated with the record. For example 1 for Invalid Submitter error.

Error Severity

CS

1

The error severity associated with the error (e., warning or fatal).

Error Description

CS

50

The description associated with the error code assigned to the record.

Field Name

CS

50

The field name that failed validation checks and resulted in the error code.

Field Value

CS

50

The field value that failed validation checks and resulted in the error code.

 

The following two fields exist in each record type and will contain the following:

•   Record Type Code will have a "-E" appended to the input Record Type Code value.

•   Transaction Type Code will be blank.

• File Format

The extract file created will be in caret delimited format. The structure of the file will conform to the order and data type listed in the previous section. The date formats will follow the same formats required for the CALPADS File Formats (Format: CCYYMMDD, e.g. 20081025). For example:

Record Type

Caret Delimited Fields

SDEM

Record Type Code = “SDEM-E”

Transaction Type Code = Blank

All other fields for record type as defined in the CFS

Error Code

Error Severity

Error Description

Field Value

CRSE

Record Type Code = “CRSE-E”

Transaction Type Code = Blank

All other fields for record type as defined in the CFS

Error Code

Error Severity

Error Description

Field Value

 

 


Type #6 - "Direct Certification extract"

 

An authorized LEA may request an extract of their direct certification results through the CALPADS on-line portal for all their primary enrolled students. CALPADS will create the extract file according to the user’s specified selection criteria.

The fields displayed in Table 71 below can be selected to filter the content of the data included in the Direct Certification Extract file.

Table 71: Direct Certification Extract Selection Criteria

Field

Default

Clarification

Reporting LEA

Default LEA

LEA defaults based on the Job ID selected. (Required)

School of Attendance

All

The LEA may select all schools or only one school to be included in the file.

Enrollment Status Code

10 “Primary enrollment”

Selection includes ONLY primary enrollments

Certification Status

All (checkbox for S, O, and N are all checked)

The LEA may select all certification statuses or only select certification statuses to be included in the file.

Record Layout

The file will contain the direct certification results for:

•   all students “currently” enrolled within the requesting LEA that have a “primary” enrollment status regardless of when the enrollment begins (includes pre-enrolled students)

or

•   all primary (enrollment status = 10) enrollments where exit code = E155 (YearEndEnrlmntExitSameSchl) AND the exit date for that enrollment is less than 1 year. The content of the Direct Certification file is listed in the table below.

Direct Certification Extract Record Layout

#

CALPADS File Element

Field Type

Max Length

Business Rule

1

Academic Year ID

CS

9

Format: CCYY-CCYY (ex. 2014-2015) Indicates the school year associated with the file. May not be blank.

2

Reporting LEA

CS

7

This will default to the institution identifier of the User ID. May not be blank.

3

School of Attendance

CS

7

The 7 digit code associated with the student’s school of attendance. May not be blank.

4

Local Student ID

CS

16

The student’s Local Identifier associated with the enrollment. May not be blank.

5

SSID

CS

10

The SSID for the student. May not be blank.

6

Student Legal First Name

CS

30

The Legal First Name of the student. May not be blank.

7

Student Legal Middle Name

CS

30

The Legal Middle Name of the student. Optional and may be blank.

8

Student Legal Last Name

CS

50

The Legal Last Name of the student. May not be blank.

9

Certification Date

DT

8

The date the student was certified eligible for NSLP. May not be blank.

10

Certification Status

CS

1

“S” in field 10 means that the student is eligible for free lunches through the SNAP program.

 “O” in field 10 means the student is eligible for free lunches through either TANF or MediCAL. This value will replace M for O for LEAS participating in the MediCAL Pilot Program. All other LEAs will have T values displayed as O.

“N” in field 10 means that the student is Not Eligible for free lunches.

 

 


 

Type #7 - "Assessment - Individual Student Profile Extract"

An LEA may request an extract of the historical assessment data contained in the AADS for each student enrolled in the LEA as of the date selected. The extract file will contain only matched student assessment records and can serve as an expanded alternative to exporting Report 40.1 Individual Student Profile Assessments, which provides currently enrolled student profiles.

The selection criteria identified will be used to generate the AADS Download extract files; however, not all of these criteria will be included in the extract itself.

Individual Student Assessment Profile Extracts Selection Criteria

Item

Record Type

Selection Criteria

1

Individual Student Assessment Profile

Selection Criteria Options:

• As of Date enrolled students

• Assessment Year (multi select)

• Reporting LEA

• School

• Program

• Test Type/Purpose (Assessment)

• Test Content Area

• Test Name

• Grade

• Gender

• Ethnicity/Race

• English Language Acquisition Status

• Primary Language

• Title III Eligible Immigrant

• Title I Part C Migrant

• Socio-economically Disadvantaged

• Special Education

• Gifted and Talented

• Student SSID

• Local Student ID

 


 

Type #8 - "Assessment - Student Results Extract"

 An LEA may request an extract of the details of each assessment contained in the AADS for each student enrolled in the LEA as of a select Academic Year.

Selection Criteria

The selection criteria identified in the table below will be used to generate the AADS Download extract files:

Table 101: Student Results Extracts Selection Criteria

Item

Record Type

Selection Criteria

1

Assessment Student Details

Selection Criteria Options:

• Program

• Administration

• Academic Year

• Reporting LEA

• School

• Performance Level

• Result

• Student SSID

• Local Student ID

 

Record Layout

The file will contain a list of SSIDs, limited demographics, and associated assessment data based on the selected filter criteria defined by the LEA. CALPADS will extract the assessment data associated with the students tested at the LEA as of the select Academic Year, regardless of whether the Assessment Record was matched to an ODS record. This extract is intended to inform the LEA of the content imported for the requested testing administration. The content of the Student Results Extract file is listed in the table below.

File Transmission

The generated file will be available for download through CALPADS via the View Student Results > screen button. The file will not be transmitted via email, but may be transmitted through the approved SFTP process for larger LEAs.

 

 


 

Type #9 - "Assessment - Student Results Extract"

An LEA may request a Suspense Resolution Records extract file for a specified assessment Program and Administration. The extract file will contain student assessment results records that were not matched when vendor assessment data was loaded. An LEA may use their local computing environment to analyze and select an SSID enrollment to resolve the suspense. The LEA can then upload a file (see Suspense Resolution Records Response section below) of resolved student assessment suspense records to CALPADS for processing.

The Suspense Resolution Records extract file contains assessment results records that are in suspense. The content of the Suspense Resolution Records extract file is listed in Table 10-1 below.

Suspense Resolution Extract Record Layout

#

CALPADS File Element

Field Type

Max Length

Business Rule

Record Type Code

CS

4

A category describing the type of data record produced SUSP

Program

CS

1

The Program to which the suspense record belongs.

May not be blank.

Administration

CS

10

The Program Administration to which the suspense record belongs.

May not be blank.

Administration Date

DT

8

The date used by CALPADS to validate a student’s enrollment during the Program Administration. (See Glossary: Verification of Enrollment) Format: CCYYMMDD

May be blank.

Student Local ID

CS

16

The student’s Local Identifier in the suspense record.

May be blank.

SSID

CS

10

The student’s SSID in the suspense record.

May be blank.

Student Legal Last Name

CS

50

The Last Name in the suspense record for the student.

May be blank.

Student Legal First Name

CS

30

The First Name in the suspense record for the student.

May be blank.

Student Legal Middle Name

CS

30

The Middle Name in the suspense record for the student.

May be blank.

10 

Student Birth Date

DT

8

The Date of Birth Year, Month, and Day in the suspense record for the student. Format: CCYYMMDD

May be blank.

11 

Student Gender Code

CS

1

The Gender in the suspense record for the student.

May be blank.

12 

Reporting LEA

CS

7

The County/District code in the suspense record for the student’s enrollment.

May be blank.

13 

School of Attendance

CS

7

The School code in the suspense record for the student’s enrollment.

May be blank.

14 

Enrollment Start Date

DT

8

Will be blank.

15 

Enrollment Exit Date

DT

8

Will be blank.

16 

Grade Level Code

CS

2

The Grade in the suspense record for the student.

May be blank.

17 

Suspense Resolution

CS

3

Will be blank.

18 

Unique Identification Number

CS

20

The UIN of the assessment record from the vendor. Will not be blank.

19 

Suspense Reason

CS

20

Will not be blank.

 

Suspense Resolution Records Response File Content

• The Suspense Resolution Records response file will contain the resolution of the suspense records included in the original Suspense Resolution Records extract file. The Suspense Resolution Records response file will be produced by the LEA.

The content of the Suspense Resolution Records response file is listed in the table below.

Suspense Resolution Records Response File Content

#

CALPADS File Element

Field Type

Max Length

Business Rule

Record Type Code

CS

4

A category describing the type of data record being submitted SUSP

May not be blank. Must be same as in Extract.

Suspense Record ID

CS

36

CALPADS assigned unique ID associated with the assessment suspense record. The Suspense Record ID links the suspense record to the correction record. It must be the same ID received in the suspense record.

May not be blank. Must be same as in Extract.

Program

CS

1

The Program to which the correction record belongs.

May not be blank. Must be same as in Extract.

Administration Code

CS

10

The Administration Code of the Program to which the correction record belongs.

May not be blank. Must be same as in Extract.

Administration Date

DT

8

The date used by CALPADS to validate a student’s enrollment during the Program Administration. (See Glossary: Verification of Enrollment)

May be blank. Must be same as in Extract.

Student Local ID

CS

16

The Local Identifier of the correction SSID.

May not be blank.

SSID

CS

10

The SSID for the correction record.

May not be blank.

Student Legal Last Name

CS

50

The Legal Last Name of the correction SSID.

May not be blank.

Student Legal First Name

CS

30

The Legal First Name of the correction SSID.

May not be blank.

10 

Student Legal Middle Name

CS

30

The Legal Middle Name of the correction SSID.

May be blank.

11 

Student Birth Date

DT

8

The Birth Date of the correction SSID.

May not be blank.

12 

Student Gender Code

CS

1

The Gender Code of the correction SSID.

May not be blank.

13 

Reporting LEA

CS

7

The 7 digit Reporting LEA code of the correction SSID enrollment.

May not be blank.

14 

School of Attendance

CS

7

The 7 digit School of Attendance code of the correction SSID enrollment.

May not be blank.

15 

Enrollment Start Date

DT

8

The Enrollment Start Date of the correction SSID enrollment.  Format: CCYYMMDD

May not be blank.

16 

Enrollment Exit Date

DT

8

The Enrollment Exit Date of the correction SSID enrollment. Format: CCYYMMDD

May be blank.

17 

Grade Level Code

CS

2

The Grade Level Code of the correction SSID enrollment.

May not be blank.

18 

Resolution Code

CS

2

Valid codes:

Match = 10

Not Mine = 20

May not be blank.

19 

Unique Identification Number

CS

20

The UIN of the assessment record from the vendor. May not be blank.

20 

Suspense Reason

CS

20

May not be blank.

 

 

 

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CALPADS Fall 1 Training sessions now open!

Dear LEA Representative,

CALPADS Fall 1 training sessions are now open for registration. Please be sure to select the appropriate class that aligns best with your CALPADS experience. Classes will be added to the schedule as needed to accommodate the demand.

To obtain detailed information about class descriptions and the target audiences for each class offered, please see the CALPADS Course Catalog on the FCMAT/CSIS Web site at http://csis.fcmat.org/Pages/Course-Catalog.aspx.

All of the training sessions will be held via Microsoft Lync Internet conferencing. The training material, along with instructions regarding how to access the Web conference, will be sent one day prior to each training date.

You may enroll in a training session via the FCMAT/CSIS Training Web site (see below). When you enroll, please be sure to note the training date on your calendar. Once you have enrolled in a training session, you will no longer see the "Enroll" button for that particular training session. (There will be a "Dis-enroll" button, should you no longer wish to be enrolled.) Please share this information with others in your agency where appropriate.

COURSE TITLES:

The following table lists available Fall 1 courses for CALPADS 2016 and the recommended target audience for each:

Training Sessions Recommended Target Audience
Fall 1 - Reporting and Certification New staff and experienced staff needing a refresher;
Fall 1 - Advanced Reporting and Certification Experienced staff who successfully completed Fall 1 last year

 

TRAINING REGISTRATION:

You must have an account for the FCMAT/CSIS Web site in order to register for training.

The training registration process will require logging in to the FCMAT/CSIS Web site. If you do not have an account for the FCMAT/CSIS Web site, you will need to register for one: See the FCMAT/CSIS document entitled How to R=

egister for an Account on the FCMAT-CSIS Web site at http://csis.fcmat.org/Documents/Documentation/How-To-Register-For-A-FCMAT-CSIS-Website-Account.pdf.

Once you have an account, you can register for training sessions.

To register for the Fall 2016 CALPADS training sessions, visit the FCMAT/CSIS training Web page at http://csis.fcmat.org/Pages/Trainings.aspx.

Should you have any questions, please contact the CALPADS Service Desk via either of these methods:

  1.  Submitting a service request ticket via the CALPADS Service Request form at http://www2.cde.ca.gov/calpadshelp/default.aspx

  2.  E-mailing <;mailto:v>

Thank you,

CALPADS Team

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CALPADS Fall 1 Training News!

(Note: Original Source:  CALPADS Email from August 5, 2016 )

It’s time to begin preparations for the 2016 Fall 1 CALPADS data collection! This communication serves to announce the initial 2016–17 CALPADS training schedule and remind LEAs of the importance of training and the appropriate class sequence. 

The 2016–17 schedule starts off with offering the Essential 2 and Essential 3 courses, along with a new course regarding CALPADS documentation. The first Fall 1 training session will occur the week of September 12. Registration availability for the Fall 1 sessions will be posted in the beginning of September.

NEW COURSE 

The Guide to CALPADS Documentationtraining sessionwill familiarize users with CALPADS documentation and support tools. In this session, we will review the purpose of the CALPADS documents, how they are used, how they link together, and where you can find them. This is not a required course for the Training Recognition award, but this course is highly recommended if you want to better understand how to get the most out of the documentation. 

NEW STAFF 

If you are new to CALPADS, you are expected to take the CALPADS Essential classes (course numbers 2–4) to become familiar with the CALPADS functionality. These Essential classes provide the foundation necessary to prepare for the specific data collections (Fall 1, Fall 2, etc.) as well as to prepare for the steps in Statewide Student Identifier (SSID) requests and Anomaly resolution. Once the Essential 2–3 classes are completed, you should attend the Fall 1 Reporting & Certification class. After the Fall 1 submission is well under way, you should attend the Essential 4 and Fall 2 classes. Additionally, the Q&A sessions listed in the schedule complement your learning experience and allow an opportunity to talk with support staff. The Q&A sessions require registration and are available to anyone, regardless of your training level. 

EXPERIENCED STAFF 

CALPADS users who completed the Fall 1 data submission last year do not need to take the Essential classes unless they feel that a repeat will be beneficial. The Fall 1 Advanced class was created for staff who have a strong understanding of the data submission process and want to learn about changes in the current year. 

SELF-PACED TRAINING 

Self-Paced modules for all the training sessions are available for everyone. The Self-Paced modules are a good alternative to the presenter-led sessions when you want to learn on your own, need a refresher on a particular topic, or can’t find time to attend the live sessions. We request that users register for the Self-Paced modules, so that we can update our records to reflect who has attended training. Self-Paced Registration can be found here: http://csis.fcmat.org/Pages/Self-Paced-Training.aspx. The Self-Paced content for Fall 1 will be updated by the end of November. 

CLASS ENROLLMENT 

To obtain detailed information about class descriptions and the target audiences for each class offered, please visit the FCMAT/CSIS Class Descriptions Web page at: http://csis.fcmat.org/Pages/Course-Catalog.aspx. All of the sessions will be held via Microsoft Skype Internet conferencing. The training material, along with instructions regarding how to access the Web conference, will be sent one day prior to each training date. 

COURSE TITLES 

The following table depicts available courses for CALPADS 2016 training sessions and the recommended target audience for each course: 

Guide to CALPADS Documentation 

Essential 1 – CALPADS Data Coordinator Orientation 

Essential 2 – Features, Code Mapping, and User Access 

Essential 3 – SSID Requests, Enrollment and Maintenance 

Essential 4 – SSID Anomalies 

Fall 1 – Reporting and Certification 

Fall 1 Advanced – Reporting and Certification 

 

TRAINING REGISTRATION / VIEWING AVAILABLE COURSES: 

You must have an account for the FCMAT/CSIS Web site in order to register for training. 

To register for the 2016 CALPADS training sessions, visit the FCMAT/CSIS CALPADS Training http://csis.fcmat.org/Pages/Trainings.aspx] Web page. 

If the list of available courses exceeds more than one Web page, you will see pagination links at the bottom of the Web page. If these pagination links are visible: Simply click on the links to view additional classes. See the screen shot below. 

To dis-enroll from a class, please log in to the Web site and click on the “Disenroll” button next to the class in which you had previously enrolled. 

CALPADS Training Preparation 

FCMAT/CSIS Microsoft Skype will host the online training sessions. Please pay attention to the Training Reminder e-mail which is sent two days prior to the course start date: This e-mail contains the session link to join the training. 

Thank you,

FCMAT/CSIS Training Team

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CALPADS Update #119

In this update:  

1.  New CALPADS maintenance window

2.  Reporting Disciplinary Removals to an Interim Alternative Setting

3.  Students Missing from CTE Reports

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CALPADS Update FLASH #117

CALPADS Update FLASH #117 provides information about the following topics:

System maintenance on June 30

End-of-Year submission window reminder and tips

Special Education Discipline Data Used for Federal Reporting

Tips for submitting EOY 3 discipline data to ensure that CASEMIS and CALPADS data are aligned

Ensuring Correct Submission of Homeless Data in CALPADS

Title I Part A school-wide status

April 2016 CALPADS Information Meeting (CIM) posted on the Web

“View only” feature — update

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