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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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CARS NewsFlash #49

CARS NewsFlash #49

News Flash 49 was sent to LEA representatives to announce the 2015 ConApp Winter Release; and provide information regarding any changes in reporting.


To:            Consolidated Application Subscription List, CARS LEA User Administrators

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

Date:        December 15, 2015

Subject:    Consolidated Application and Reporting System Update FLASH #49


2015 Winter Release

The Consolidated Application and Reporting System (CARS) is on schedule for a Friday, January 15, 2016 release of the data collections listed in the attached document. All data collections will be due on Monday, February 29, 2016.


Summary of Changes

2013–14 Title II, Part A Fiscal Year Expenditure Report, Closeout 27 Months

  • Added Total Apportionment field, which will be used in calculating unspent funds.

2014–15 Title I, Part A Carryover

  • If “Carryover 15 month percent” is greater than 15 percent, even if the Local Education Agency is not eligible for a waiver, the fields for “Allowable Carryover Amount (15%)” and “Amount of Carryover Funds above the Allowable 15%” will display.

2014–15 Title III, Part A Immigrant YTD Expenditure Report, 18 Months

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

2015–16 Title I, Part Notification of Authorization of School-wide Program

  • Allowable local board approval date must be on or before February 29, 2016.

2015–16 Title I, Part A LEA Allocation

  • The carryover amount must equal the prior fiscal year 12 month carryover amount or, whichever is less, either the prior year 15 month carryover amount or the allowable carryover amount (15 percent of the prior fiscal year entitlement plus transfers-in amount).
  • The carryover amount will be pre-populated with the lesser of either the prior year 15 month carryover amount or the allowable carryover amount (15 percent of the prior fiscal year entitlement plus transfers-in amount).

2015–16 Title I, Part A Reservations, Required

  • Added prior year “Unallocated Choice/SES” field to the Program Improvement reservations.
    • The amount entered will be included in the district reservation and subtracted from the adjusted allocation amount.
    • The amount entered cannot be greater than the prior year reported carryover.

2015–16 Title I, Part A School Allocations

  • Changed the definition of the Eligible column from “School low income percentage is equal to or greater than the District-wide low income percentage” to “School is eligible for Title I, Part A funds if its low income percentage is equal to or greater than district-wide low income percentage, or greater than 75%”.
  • Changed the definition of Funding Required from “equal to or greater than 75%” to “greater than 75%”.
  • Changed exception code “h - Locally Funded Charter (LFC) Opt In” functionality. For locally funded charters only, exception code “h” can be used in lieu of exception code "a". A LFC must meet all ranking and funding requirements.

2015–16 Title II, Part A LEA Allocations and Reservations

  • Removed the prior year carryover field.

2015–16 Title III, Part A Immigrant LEA Allocations

  • Removed the prior year carryover field.

2015–16 Title III, Part A LEP LEA Allocations

  • Removed the prior year carryover field.

2015–16 Consolidation of Administrative Funds

  • Removed Title II, Part A (Administrator Training), SACS Code 4036.


Additional Information

Additional information about the CARS is available on the CDE CARS Web page.

If you have any further 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 email list, please send a blank email to .



Questions:   ConApp Support Desk | | 916-319-0297 


Last Reviewed: Tuesday, December 15, 2015

CARS NewsFlash #49

News Flash 49 was sent to LEA representatives to announce the 2015 ConApp Winter Release; and provide information regarding any changes in reporting.

To: Consolidated Application Subscription List, CARS LEA User Administrators From: Consolidated Application and Reporting System (CARS) Project Team Date: December 15, 2015 Subject: Consolidated Application and Reporting System Update FLASH #49 2015 Winter Release

The Consolidated Application and Reporting System (CARS) is on schedule for a Friday, January 15, 2016 release of the data collections listed in the attached document. All data collections will be due on Monday, February 29, 2016.

Summary of Changes

2013–14 Title II, Part A Fiscal Year Expenditure Report, Closeout 27 Months

  • Added Total Apportionment field, which will be used in calculating unspent funds.

2014–15 Title I, Part A Carryover

  • If "Carryover 15 month percent" is greater than 15 percent, even if the Local Education Agency is not eligible for a waiver, the fields for "Allowable Carryover Amount (15%)" and "Amount of Carryover Funds above the Allowable 15%" will display.

2014–15 Title III, Part A Immigrant YTD Expenditure Report, 18 Months

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

2015–16 Title I, Part Notification of Authorization of School-wide Program

  • Allowable local board approval date must be on or before February 29, 2016.

2015–16 Title I, Part A LEA Allocation

  • The carryover amount must equal the prior fiscal year 12 month carryover amount or, whichever is less, either the prior year 15 month carryover amount or the allowable carryover amount (15 percent of the prior fiscal year entitlement plus transfers-in amount).
  • The carryover amount will be pre-populated with the lesser of either the prior year 15 month carryover amount or the allowable carryover amount (15 percent of the prior fiscal year entitlement plus transfers-in amount).

2015–16 Title I, Part A Reservations, Required

  • Added prior year "Unallocated Choice/SES" field to the Program Improvement reservations.
    • The amount entered will be included in the district reservation and subtracted from the adjusted allocation amount.
    • The amount entered cannot be greater than the prior year reported carryover.

2015–16 Title I, Part A School Allocations

  • Changed the definition of the Eligible column from "School low income percentage is equal to or greater than the District-wide low income percentage" to "School is eligible for Title I, Part A funds if its low income percentage is equal to or greater than district-wide low income percentage, or greater than 75%".
  • Changed the definition of Funding Required from "equal to or greater than 75%" to "greater than 75%".
  • Changed exception code "h - Locally Funded Charter (LFC) Opt In" functionality. For locally funded charters only, exception code "h" can be used in lieu of exception code "a". A LFC must meet all ranking and funding requirements.

2015–16 Title II, Part A LEA Allocations and Reservations

  • Removed the prior year carryover field.

2015–16 Title III, Part A Immigrant LEA Allocations

  • Removed the prior year carryover field.

2015–16 Title III, Part A LEP LEA Allocations

  • Removed the prior year carryover field.

2015–16 Consolidation of Administrative Funds

  • Removed Title II, Part A (Administrator Training), SACS Code 4036.

Additional Information

Additional information about the CARS is available on the CDE CARS Web page.

If you have any further 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 email list, please send a blank email to .

Questions: ConApp Support Desk | | 916-319-0297 Last Reviewed: Tuesday, December 15, 2015

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CALPADS Update FLASH #116

OPENING OF 2015–16 END-OF-YEAR SUBMISSION WINDOW

The 2015–16 End-of-Year (EOY) submission window opens May 23, 2016. Local educational agencies (LEAs) are expected to certify all applicable EOY submissions this year.

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 the EOY submissions use a reporting period of July 1, 2015 to June 30, 2016. 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.

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CALPADS News Flash!!! HOT!

FALL 1 CALPADS AMENDMENT WINDOW DEADLINE EXTENDED!Due to the delay in the availability of the preview of Fall 1 data, which includes the Unduplicated Pupil Count (UPC) that will be used in 2015–16 Second Principal Apportionment (P-2), the California Department of Education (CDE) has extended the Fall 1 deadline to March 18, 2016. The Fall 2 deadlines remain the same. The deadlines are summarized below: ​Submission ​ ​Original Deadline ​New Deadline ​Fall 1 ​Last Day of Amendment Window ​February 19, 2016 ​March 18, 2016 ​Fall 2​CertificationDeadline​March 4, 2016​No Change​Fall 2​Last Day of Amendm...
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What are the LCFF and LCAP?

Local Control Funding Formula (LCFF)

Big Changes in School Funding

California's system for funding schools is getting its biggest overhaul since Prop 13, which significantly altered funding sources, passed in the 1970s. Beginning this school year, California Public Schools (including Charter Schools) will be funded through a new system that replaces the old "categorical" approach of the last several decades. The new system is known as the Local Control Funding Formula or LCFF for short.

What is LCFF?

The Local Control Funding Formula (LCFF) establishes a base grant for every student attending a public school in California. It then provides a supplemental grant for every student in a district who qualifies as low income, is a foster youth, or is an English language learner. Finally, a concentration grant is provided to school districts where more than 55 percent of students receive the supplemental grant.

Local Control and Accountability Plan (LCAP)

In order to receive funding, every California school district is required to prepare a "Local Control and Accountability Plan which spells out a list of annual, measurable goals. Each Local Control and Accountability Plan (LCAP) must address eight areas of state priorities:

  • Basic Services
  • Student Outcomes
  • Course Access
  • School Climate
  • Implementation of Common Core State Standards
  • Parental Involvement
  • Student Engagement
  • Student Achievement

For planning purposes, the state's proposed LCAP template groups the eight state priorities into three categories:

  • Conditions of Learning
  • Student Outcomes
  • Engagement
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Important Fields for the CELDT CALPADS Merge Processes

Dear CELDT District Coordinator:

As you may know, the 2015–16 Edition California English Language Development Test (CELDT) data will be merged twice with data from the California Longitudinal Pupil Achievement Data System (CALPADS): (1) after the CELDT Data Review Module (DRM), and (2) at the end of the 2015–16 administration.

There are several fields that must be accurate in order for this process to be successful, including the Date Testing Completed and Statewide Student Identifier (SSID) fields on the Answer Book, and the name and code of the student’s school on the Group Identification Sheet (GIS). This is especially important during the Initial Assessment (IA) Window as there is no DRM available to edit this information for students tested during this window.

Please make sure that the Date Testing Completed (field 9) is filled in accurately for all students, and that the SSID (field 5) is filled in for students who either do not have a Pre-Identification (Pre-ID) label or who have a Pre-ID label without an SSID. Check these fields on each and every Answer Book prior to sending them in for scoring and reporting throughout the IA Window. If the Date Testing Completed field is blank or invalid, Educational Data Systems will enter a valid date associated with the administration month in which the document was returned for scoring. This may not be an accurate date if the Answer Book was held before it was shipped for scoring, and this may prevent the CELDT student record from matching with CALPADS data.

Also, please take special care to ensure that the appropriate school’s GIS is placed on top of the Answer Books for students who tested at that school. It is the GIS that assigns the students to a school, and this information cannot be changed after scoring and reporting.

More information on the fields to be merged with CALPADS data into the Merged Post-DRM and Merged November–June Cumulative Student Score File is provided in the 2015–16 Student Score File Layout Version 1.0, available on the Document Archive Web page.

If you have any questions related to this process, please contact the CELDT Customer Support Center by phone at 866-850-1039 or by e-mail at .

Sincerely,


CELDT Project Team
Educational Data Systems

Note: Please do not send a reply to this e-mail message as this e-mail address is not monitored. If you have further questions, please contact the CELDT Customer Support Center.

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Registration now open for Fall 2 CALPADS training

Fall 2 training sessions are now open for registration. The schedule shows the majority of classes starting in January except for a few early ones in December. The early advanced class is intended for LEAs that have completed (or nearly completed) Fall 1 and need a refresher on the Fall 2 submission. Classes will be added as needed to accommodate the demand.

To obtain detailed information about class descriptions and the target audiences for each class offered, please see the FCMAT/CSIS Course Catalog 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 depicts available Fall 2 courses for CALPADS 2015 and the recommended target audience for each:

How to Register 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 2015 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 Service Desk by:

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

 

Training SessionsRecommended Target Audience
Fall 2 – Data Population All LEAs and HR or individuals who maintain Staff data
Fall 2 – Elementary Data Population All LEAs and HR or individuals who maintain Staff data
 Fall 2 – Reporting and Certification New staff and experienced staff needing a refresher
Fall 2 – Advanced Reporting and Certification Experienced staff who completed Fall 2 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

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CALPADS Course Codes have been updated

Description: Several new codes have been added to, and a handful removed from, the “Course Group State” code set, used to validate field 9.07 (CRS-State Course Code) in the Course Section Records extract.

Resolution: The validation has been updated to reflect the recent changes, so that incorrect errors will no longer appear.

Added codes include:

2173 – IB Language A: Literature
2174 – IB Language A: Language and Literature
2175 – IB Literature and Performance SL
2190 – Dual Enrollment College Course – English Language Arts
2281 – IB Language A: Literature (non-English)
2282 – IB Language A: Language and Literature (non-English)
2283 – IB Literature and Performance SL (non-English)
2290 – Dual Enrollment College Course – Foreign Languages
2362 – IB Dance
2434 – Grade 6 Mathematics – Common Core
2435 – Grade 7 Mathematics – Common Core
2436 – Grade 8 Mathematics – Common Core
2437 – Algebra 1 – Common Core
2438 – Algebra II – Common Core
2439 – Geometry – Common Core
2440 – Integrated Mathematics I – Common Core
2441 – Integrated Mathematics II – Common Core
2442 – Integrated Mathematics III – Common Core
2443 – Integrated Mathematics IV – Common Core
2444 – PreCalculus – Common Core
2445 – Statistics and Probability – Common Core
2446 – Algebra 1A – Common Core
2447 – Algebra 1B – Common Core
2490 – Dual Enrollment College Course – Mathematics
2668 – IB Sports Exercise and Health Science
2675 – AP Physics 1: Algebra-based
2676 – AP Physics 2: Algebra-based
2690 – Dual Enrollment College Course – Science
2779 – IB World Religions SL
2780 – IB Global Politics
2790 – Dual Enrollment College Course – History/Social Science
2825 – AP Seminar
2826 – AP Research
2890 – Dual Enrollment College Course – Visual or Performing Arts
2962 – IB Film
6026 – (Teacher Librarian) Information and Digital Literacy and Digital Citizenship
6090 – Dual Enrollment College Course – Other

Removed codes include:
2160 – IB Language A1 (English) – Literature
2260 – IB Language A (non-English)
2263 – IB Language A2
2672 – AP Physics B
4106 – Restaurant Marketing
4124 – Business Technology
4601 – Computer operations/computer science
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