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E-Rate News Flash Issue 19-05, March 22, 2019

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

Announcements 
Category 2 Budget Inflation Factor Announced
In the March 8, 2019, Schools and Libraries News Brief, the Universal Service Administrative Company (USAC) announced the Funding Year 2019 Category 2 budgets, indexed to an inflation factor of 2.2%.
          By School: Number of students enrolled at school multiplied by $159.669053922
          Libraries with an Institute of Museum and Library Services (IMLS) locale code of 11, 12, or 21: Total square footage of library multiplied by $5.3223017974
          Libraries with other IMLS locale codes: Total square footage of library multiplied by $2.448258826804
          Budget floor for small schools and libraries: $9,793.04
Note that the Category 2 budget is determined by individual school or library location and cannot be shared among multiple schools or libraries. Remember that the Category 2 budget is before E-rate discounts; the actual amount of E-rate funding available is equal to the budget multiplied by the E-rate discount.

Applicants should do their own manual estimates to determine the amount of Category 2 budget remaining to their school or library in Funding Year 2019. The estimated amount would be the calculations as described above less any committed pre-discounted funding requests from Funding Years 2015 through 2018. 

FCC Form 471 Filing Window Closes March 27 and What to Do if You Miss the Deadline 
The FCC Form 471 filing window for Funding Year 2019 will close on Wednesday, March 27, 2019, at 11:59 p.m. EDT (8:59 p.m. PDT). FCC Form 471 applications must be certified within an applicant's E-rate Productivity Center (EPC) portal within these dates in order to be considered to be filed "within window."
If you miss this deadline, you have a two-week window from March 27 to file and certify your FCC Form 471 and file a request with the Federal Communications Commission (FCC) to waive the deadline. The request for waiver should be filed in the FCC's Electronic Comment Filing System with a citation to proceeding number 02-6. Your request should include a document explaining the circumstances leading to the late submission of your FCC Form 471 and a request for waiver of the FCC Form 471 filing deadline.

California Funding Commitment Summary 
Funding Year 2018 
USAC released FY2018 Wave 48 Funding Commitment Decision Letters (FCDL) on March 8, 2019, and Wave 49 on March 15, 2019. As of March 19, FY2018 California commitments total over $274 million.

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

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

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

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

Upcoming Training Events
Numerous training opportunities available for E-rate applicants are coming soon.
USAC E-rate Program Applicant Training Series
USAC has posted 2018 E-rate Program Applicant training materials recordings.
K12 High Speed Network Webinars
K12 High Speed Network Webinars
  • Submitting Corrections and Understanding and Responding to USAC's Reviews 04/11/2019 at 2:00 p.m. 
Recordings of previous webinars are posted on the K12HSN website

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

E-RATE Process: Activities to Work on Now
Document Retention Requirements
Applicants are required to maintain E-rate documentation for 10 years past the last date of service. This includes but is not limited to pre-bidding planning, competitive bidding process, vendor evaluation, contract award, application process, invoices, delivery of services, receipt of discounts and proof of payments. This requirement could result in extended retention periods if the services associated with the posting of an FCC Form 470 results in the award of multi-year contracts. To ensure you are keeping all required documentation, please reference the USAC Documentation for Auditors Checklist. It is a best practice to "document as you go," and now is the time to document your Funding Year 2019 competitive bidding and contracting activities. You are allowed to retain documents electronically, so make sure to scan to file your RFP documents, bidders' questions and your answers, all bids received (winning and losing), your evaluation documents (if no bids are received a memorandum of the fact), Board authorization of contracts, and the signed legally binding agreements that support your E-rate funding request.
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Getting Ready: Changes Coming to AP in 2019-20

Getting Ready: Changes Coming to AP in 2019-20


Starting in 2019-20, all schools that offer AP will institute new annual processes and receive new AP resources that will help more students earn college credit.

A New Exam Ordering Timeline
Registration for AP Exams will now take place in the fall. Every AP student deserves the chance to earn college credit, and we've learned that when they're asked to commit early to taking an AP Exam, their chances of earning a score of 3 or higher on the exam increases.

AP teachers tell us that when students register early, they're more likely to stay engaged in their classes, tackle college-level content and skills, and develop an "all in" commitment to learning, and we've seen early commitment positively impact exam results. More students earned scores of 3 or higher when we asked them to commit early, especially students of color, low-income students, and female students in STEM courses.

Year-Round Resources
To support early commitment, AP teachers and students will receive new classroom resources: an AP question bank, unit guides, personal progress checks, and a performance dashboard. These resources will help AP teachers provide students with focused instruction and actionable feedback throughout the year.

AP coordinators will have access to tools that will help them manage their AP programs, including a new online exam registration and ordering system. And new exam-day resources like personalized student registration labels will greatly reduce time-consuming bubbling of student information.

Preparing Your School
Here are some steps you can start taking now and throughout the rest of this school year to help your AP teachers, students, and parents get ready for these changes:

  • Outreach: Share the new AP Exam ordering deadlines, policies, and fees. You can download detailed handouts from collegeboard.org/ap2019.

  • Training: Connect your AP teachers and coordinators with resources and training opportunities that will be available throughout the year, including videos, live online sessions and tutorials, and in-person workshops at the AP Summer Institutes and the AP Annual Conference.

We'll be providing additional updates throughout the year, so bookmark collegeboard.org/ap2019 to stay informed. 

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CALPADS Update FLASH #153

End-of-Year 3 Updates and Reminders

CERT125 Will Be Disabled and CERT127 Will Become Fatal

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

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

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

Carefully Review CERT071 Warnings

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

Appropriate Application of Disciplinary Actions

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

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

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

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

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

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

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

Last Reviewed: Monday, March 11, 2019 

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CALPADS Update FLASH #152

Data Collection in CALPADS for Adult-age Students

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

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

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

Postsecondary/Transition Students

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

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

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

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

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

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

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

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

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

Adult-age Students Enrolled in an Adult Education Program

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

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

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

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

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

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

Last Reviewed: Thursday, March 7, 2019 

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Setting up the CAASPP Test Administration Window

Instructions on how to set up the testing windows for CAASPP tests. 

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Respond to USAC Program Integrity Assurance (PIA) Review
All FCC Form 471 applications undergo Program Integrity Assurance (PIA) review. In some instances, USAC reviewers may reach out to the Contact person listed on the FCC Form 471 to ask questions about the application and/or request documentation to substantiate the eligibility of services, the eligibility of entities receiving services, and the data used to calculate the E-rate discount. Applicants have 15 days to respond to USAC's request for information, and may request an additional seven-day extension. While responses to USAC's questions occur in EPC, the outreach from USAC will be sent to the Contact's e-mail address. Failure to respond to USAC's questions will lead to the denial of the FCC Form 471 funding requests.
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CALPADS Flash #151

Complying with the Attorney General's Model Policies for K–12 Schools and CALPADS Data Submission

Assembly Bill (AB) 699 (Chapter 493, Statutes of 2018) requires the Attorney General (AG), by April 1, 2018, to "publish model policies limiting assistance with immigration enforcement at public schools, to the fullest extent possible consistent with federal and state law, and ensuring that public schools remain safe and accessible to all California residents, regardless of immigration status." The bill further requires local educational agencies (LEAs) to adopt the model policies by July 1, 2018.

Pursuant to this legislation, the California Attorney General published the document "Promoting a Safe and Secure Learning Environment for All: Guidance and Model Policies to Assist California's K–12 Schools in Responding to Immigration Issues." This document is posted on the Attorney General's website and can be found here: https://oag.ca.gov/sites/all/files/agweb/pdfs/bcj/school-guidance-model-k12.pdf

Section 1 of this document provides model policies for gathering and handling student and family information and addresses the collection of certain student data currently collected in CALPADS. Specifically, this section states:

"While agencies may be required to collect and provide information related to a student's national origin (i.e., information regarding a student's birthplace, entry date into the United States, date of first enrollment in a U.S. school, or departure from the United States after entry) to satisfy certain federal reporting requirements for special programs, to avoid deterring initial school enrollment of immigrants or their children, agencies should collect this information separately from the school enrollment process."

The policy does not prohibit the collection of these data; rather, it states that these data should be collected "separately from the school enrollment process." The CDE recognizes that LEAs typically collect and input these data into their local student information systems (SIS) during the school enrollment or registration process, and that these data are required to be submitted to CALPADS on the Student Enrollment (SENR) and Student Information (SINF) files. While the CDE understands that it may be more difficult to collect these data outside of the enrollment/registration process, it is important that LEAs continue to collect and submit these data to CALPADS for the following reasons:

  • Students' birth country generates federal Title III Immigrant Education funding for California overall, and determines the allocation of funding to specific LEAs.
  • Students' initial U.S. school enrollment date in a K–12 school is used to determine whether a student needs to be tested with the Smarter Balanced assessments and whether an English Learner's assessment results should be included in a school's academic accountability metric.
  • The initial U.S. school enrollment date is also used to measure the length of time students have been English Learners (EL) to determine which (EL) students are Long-Term English Learners (LTEL) or students "At-Risk" of becoming LTEL.

To facilitate compliance with the AG's model policies, the CDE provides the following guidance for how to submit these data:

How These Data Are Collected in CALPADS

CALPADS currently collects the following data:

  • CALPADS requires the population of Field 1.21 – Student Birth County Code on the SENR because it is used as part of the matching algorithm.
  • CALPADS requires the population of Field 2.2 – Student Birth Country Code on the SINF where the LEA can update the student birth country code initially provided on the SENR.
  • CALPADS requires population of Field 2.36 – Student Initial US School Enrollment Date K–12 on the SINF for students in grades K–12 who are English Learners (EL). (This is validated via the Fall 1 submission during the certification process by CVR CERT113 – Missing Student Initial US School Enrollment Date.)
  • CALPADS requires population of Field 2.37 – Enrolled in US School less than Three Cumulative Years Indicator ("yes" or "no") on the SINF for students whose birth country is not equal to U.S. or Puerto Rico. (This is validated by IVR/SINF0061 – Missing Enrolled in US School less than Three Cumulative Years Indicator.)

CALPADS Procedural Guidance to Support the AG's Model Policies


Student Birth Country:
LEAs are required to populate the Student Birth Country field on the SENR. If LEAs do not know a student's birth country at the time of registration or enrollment, LEAs may populate the SENR with Unknown (UU). (See note below.)

Collecting and submitting accurate birth country data, however, is important for LEAs with immigrant students because it generates additional funding that supports services that benefit these students. Federal Title III Immigrant Education funding is determined based on the count of immigrant students. The fields used to determine immigrant counts are birth country and whether the student was enrolled in a U.S. school for less than three cumulative years. Population of Field 2.37 – Enrolled in US School less than Three Cumulative Years Indicator is required for students whose birth country is not U.S. or Puerto Rico. Therefore, LEAs desiring to receive federal Title III Immigrant Education funding, must implement a process for collecting students' birth country and whether the student was enrolled in a U.S. school less than three cumulative years, following the registration/enrollment process. LEAs might consider collecting these data by including a form in the back-to-school packet that includes an explanation that the data are used to generate additional funding for the LEA. Once an updated birth country is collected, the LEA may update the Student Birth Country field using the SINF. Since certified data from the Fall 1 submission are used for immigrant counts, whatever process the LEA implements should occur in the fall, prior to the end of the Fall 1 submission.

NOTE: Currently the SINF will require population of Field 2.37 – Enrolled in US School less than Three Cumulative Years Indicator for a birth country of "Unknown" (UU). The input validation rule (IVR) that checks for this will be modified to not trigger when the birth country is UU. The modification to the IVR will occur as part of the next CALPADS release (Release 15 - 03.12.19). Until that change is made, LEAs may populate birth country with U.S. if the birth country is not known.

Student Initial US School Enrollment Date: LEAs have typically collected the Student Initial U.S. School Enrollment Date during the enrollment process. When submitting these data to CALPADS, LEAs have typically submitted the SENR, followed by the SINF which includes population of this field. Population of this field, however, is not initially required on the SINF; currently this field is only required during the Fall 1 certification process for students whose English Language Acquisition Status (ELAS) is English Learner (EL). It should be noted, however, that LEAs will also be required to populate this field for EL students during the End-of-Year 3 certification process beginning in 2019.

It is important for LEAs to collect EL students' initial U.S. school enrollment date because it is a factor in developing the academic accountability metrics for the California School Dashboard, and to determine which EL students are long-term English Learners (LTEL) or "At-Risk" of becoming LTEL as required by statute. LEAs may consider collecting these data either on a form included in the back-to-school packet, or through a letter sent to parents when students' are identified as English learners.

Questions: CALPADS/CBEDS/CDS Operations Office | | 916-324-6738
Last Reviewed: Wednesday, March 6, 2019
 

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E-Rate News Flash Issue 19-03, February 22, 2019

E-RATE NEWS FLASH

Announcements 

Limited Waiver for Victims of October 2017 California Wildfires and Additional Opportunity to Request Relief

On January 3, 2019, the Federal Communications Commission (FCC) issued a limited waiver (DA 19-15 ) for victims of the October 2017 wildfires in eight counties designated by Federal Emergency Management Agency (FEMA) as eligible for disaster relief. The Universal Service Administrative Company (USAC) published a list of affected applicants and issued instructions on how affected applicants may initiate requests in its January 22 USAC News Brief. It is important to note while this particular decision is limited, the FCC stated in its decision than any schools that were affected by other wildfires or natural disasters may submit their own requests for assistance to the FCC. Schools that may need relief such as additional Category Two funding for destroyed or damaged facilities, relief of documentation retention requirements due to destroyed records, or relief of deadlines are encouraged to submit their requests directly to the FCC.

Notice of Proposed Rulemaking for Permanent Suspension of Category One Amortization Requirement

Prior to 2015, if a school or library E-rate applicant had a Category One broadband project with one-time costs exceeding $500,000 the applicant was required to amortize its E-rate funding request over three years, even if the applicant was required to pay for these costs in the first year. Category One one-time project costs most commonly include special construction, installation, up-front Indefeasible Right of Use (IRU) costs for dark fiber, and modulating electronics to light dark fiber. In order to promote high-speed broadband deployment, the FCC temporarily suspended this requirement for funding years 2015 through 2018. The FCC is extending this suspension for Funding Year 2019 and is proposing to make this suspension permanent. The FCC issued a Notice of Proposed Rulemaking (NPRM) to allow for public comment on this issue; comments are due March 18 and reply comments are due April 1. Comments may be submitted via the FCC's Electronic Comment Filing System under proceeding numbers 19-2 and 13-184.

FCC Staff Category Two Budget Report

In 2015, the FCC implemented a five-year test period for Category Two funding. This test set a five-year available budget for each school and library to use for equipment necessary to transmit a broadband signal on campus, commonly referred to as "WiFi." The purpose of the budget was to ensure broader and more reliable access to these funds for all schools and libraries regardless of discount and location. The FCC directed staff of the Wireline Competition Bureau (WCB) to compile a report concerning the adequacy of Category Two budgets prior to the opening of the 2019 funding year application window. In the WCB report, the WCB found that the test achieved objectives outlined in the 2014 Modernization Order and recommends for a continuation of Category Two budgets moving forward. It's important to note, however, that the FCC has not yet officially announced that Category Two funding will perpetuate after 2019.

USAC Transitioning of BPO Contractor and Impact on Pending Forms and Processes

Effective January 1, 2019, USAC has transitioned its Business Process Outsourcing (BPO) functions from Solix to Maximus. This includes all E-rate Program Integrity Assurance Reviews, processing of pre and post-commitment forms and requests including Forms 471, 486 and 500, service substitutions, Service Provider Identification Number (SPIN) changes, appeals and invoices. Applicants should have received outreach from either the new reviewer or a manager by February 1. If you did not receive this outreach, and you have a pending request, contact USAC by filing a customer service case in the E-rate Productivity Center (EPC), or by calling 888-203-8100 for assistance.

FCC Form 471 Filing Window and Deadlines

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

California Funding Commitment Summary Funding Year 2018

USAC released FY2018 Wave 45 Funding Commitment Decision Letters (FCDL) on February 15, 2019. As of February 15, FY2018, California commitments total over $271 million.

Pending Dates and Deadlines Funding Year 2017 Recurring Services Extended Invoice Deadline

In general, the deadline for invoicing USAC for FY 2017 recurring services was October 28, 2018. Applicants and service providers that requested and were approved for the single one-time 120-day extension now have an invoice deadline of February 26, 2019. Any additional invoices filed after February 26, 2019, will not be accepted by USAC and will require an approved waiver from the FCC of the invoice deadline extension rule. Note that the FCC will only issue waivers of the invoice deadline for extraordinary circumstances.

Funding Year 2019 FCC Form 470 "Deadline"

E-rate competitive bidding rules require that an FCC Form 470 be posted for a minimum of 28 days before filing an associated FCC Form 471 funding request. The E-rate applicant must also follow all E-rate competitive bidding rules. Note that the last date to file an FCC Form 470 and meet the minimum 28-day requirement, and also file within the FCC Form 471 window, is February 27, 2019. It's important to note, however, that compliance with E-rate competitive bidding requirements, as well as the time necessary to complete an FCC Form 471, make it unrealistic for most applicants to file their FCC Forms 470 on February 27. Best practices are for applicants to plan for a 30-60 day competitive bidding cycle to allow for unexpected changes, review bids received, and award contracts. If you have not yet posted your FCC Form 470 for Funding Year 2019, and expect that you will need to do so, do not delay. More information on FCC Form 470 and competitive bidding best practices is available on K12 High Speed Network's (K12HSN's) E-rate training website.

FCC Form 486 and Urgent Reminder Letters

FCC Form 486 must be filed 120 days from the date of the issuance of the FCDL, or the start date of E-rate eligible services, whichever is later. For ongoing recurring services, starting on July 1, 2018, the following deadlines have passed or are approaching in the next month.

Waves           FCDL
     #               Date                 Form 486 Due Date
                                            Deadline passed for services
1-28            4/20-9/30/18         starting July 1, 2018
29                10/26/18                    2/23/2019
30                11/05/18                    3/05/2019
31                11/12/18                    3/12/2019
32                11/19/18                    3/19/2019
33                11/23/18                    3/23/19
34                11/30/18                    3/30/19

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

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


Upcoming Training Events

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

USAC E-rate Program Applicant Training Series

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

USAC Office Hours

In February and March, USAC will conduct USAC webinars which will allow for attendees to submit live questions about previously-published materials.

K12HSN Webinars

K12HSN Webinars

"Submitting Corrections and Understanding and Responding to USAC's Reviews"

04/11/2019 at 2:00 p.m.

Recordings of previous webinars are posted on the K12HSN website.

EducationSuperHighway Webinars

EducationSuperHighway Webinars

Recordings of previous webinars are posted on the EducationSuperHighway website.


E-rate Process: Activities to Work on Now
Collect Information Necessary to Complete FCC Form 471 Funding Request

For each FCC Form 471 funding request, the school or library applicant is required to report various data elements. Once the competitive bidding process concludes, applicants are encouraged to work with their awarded service providers to collect the information necessary to successfully complete its FCC Form 471 funding request(s).

Manage Contracts

If a contract is awarded for service, the applicant will be required to create a contract record in the "Manage Contracts" module in the EPC before it can successfully create a funding request. The contract record includes information such as the associated FCC Form 470, number of bids received, SPIN, date the contract was awarded, and if it has any extensions. Note that for services under month-to-month or tariff terms, the FCC Form 470, number of bids received, and SPIN will be reported directly in the Funding Request on the FCC Form 471.

Funding Request

Each Funding Request in the FCC Form 471 is assigned a Funding Request Number (FRN). In the Funding Request the applicant will be required to report the associated EPC contract record (if applicable), the anticipated service start and end dates, and the contract end date (if applicable). The applicant may use the narrative section to further describe the funding request and address any anomalies in EPC, such as incorrect enrollment and National School Lunch Program (NSLP) data or any missing entities.

FRN Line Items

Each Funding Request may have one or more FRN Line Items. The FRN Line Items capture the types of service, how the service is used, the cost of service, and the recipients of service. The FRN Line Items, particularly for Category Two funding requests, can be very time consuming to prepare, so it is important to allow for adequate time to complete these successfully. USAC has published Bulk Upload templates that applicants or service providers may utilize to pre-prepare the required information and upload the details into EPC.

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E-Rate News Flash- Issue 19-02, February 1, 2019

E-RATE NEWS FLASH 

Announcements 
Limited Waiver for Victims of October 2017 California Wildfires

On January 3, 2019, the Federal Communications Commission (FCC) issued a limited waiver (DA 19-15 PDF) for victims of the October 2017, wildfires in eight counties designated by Federal Emergency Management Agency (FEMA) as eligible for disaster relief: Butte, Mendocino, Napa, Nevada, Sonoma, Lake, Orange, and Yuba. Applicants in the affected counties may have additional time to file appeals or requests for waiver with the FCC or the Universal Service Administrative Company (USAC) and to file FCC Forms 486, Forms 472, and Forms 474. Applicants that had E-rate records destroyed by fires may be exempt from the 10-year documentation retention rule if they attest to the destruction of records and make every attempt to recover available records from third parties. USAC published a list of affected applicants and issued instructions on how affected applicants may initiate requests in the USAC January 22, News Brief.

USAC Transitioning of BPO Contractor and Impact on Pending Forms and Processes

Effective January 1, 2019, USAC has transitioned its Business Process Outsourcing (BPO) functions from Solix to Maximus. This includes all E-rate Program Integrity Assurance Reviews, processing of pre and post-commitment forms and requests including Forms 471, 486 and 500, service substitutions, SPIN changes, appeals and invoices. All pending forms and requests will be assigned to new reviewers by February 1, 2019. Applicants will receive outreach from either the new reviewer or a manager by February 1. If you do not receive this outreach, and you have a pending request, contact USAC by filing a customer service case in the E-rate Productivity Center (EPC) or by calling 888-203-8100 for assistance.

USAC Announces FCC Form 471 Filing Window and Deadlines

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

California Funding Commitment Summary 
Funding Year 2018

USAC released FY2018 Wave 42 Funding Commitment Decision Letters (FCDL) on January 25, 2019. As of January 25, FY2018 California commitments total over $271 million.

Funding Year 2017

USAC released FY2017 Wave 62 FCDLs on December 20, 2018. As of December 20, FY2017 commitments total over $303 million.

Pending Dates and Deadlines 
FCC Form 486 and Urgent Reminder Letters

FCC Form 486 must be filed 120 days from the date of the issuance of the Funding Commitment Decision Letter ("FCDL") or the start date of E-rate eligible services, whichever is later. For ongoing recurring services, starting on July 1, 2018, the following deadlines have passed or are approaching in the next month.

Waves          FCDL  
    #               Date                   Form 486 Due Date
                                           Deadline passed for services
1-25         4/20-9/30/18             starting July 1, 2018
26             10/5/2018                       2/2/2019
27             10/12/2018                     2/9/2019
28             10/19/2018                    2/16/2019
29             10/25/2018                    2/22/2019

USAC issues FCC Form 486 Urgent Reminder Letters to applicants that appear to have missed the deadline to certify an FCC Form 486. Applicants missing these or earlier deadlines should closely monitor their News Feed in the E-rate Productivity Center for an FCC Form 486 Urgent Reminder Letter. This letter will allow the applicant a 15-day extension to submit an FCC Form 486 without penalty.

USAC calculates the date to issue this letter based on the service start date reported on your FCC Form 471. If your actual service start date is later than the date you reported on FCC Form 471, then the deadline may not have passed. In this case, you are responsible for calculating your actual deadline as USAC will not issue additional reminder letters. You can use the Form 486 Deadlines Tool to calculate your specific deadline.

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

Funding Year 2017 Recurring Services Extended Invoice Deadline

In general, the deadline for invoicing USAC for FY 2017 recurring services was October 28, 2018. Applicants and service providers that requested and were approved for the single one-time 120-day extension now have an invoice deadline of February 26, 2019. Any additional invoices filed after February 26, 2019, will not be accepted by USAC and require an approved waiver from the FCC of the invoice deadline extension rule. Note that the FCC will only issue waivers of the invoice deadline for extraordinary circumstances.

Funding Year 2019 FCC Form 470 "Deadline"

E-rate competitive bidding rules require that an FCC Form 470 be posted for a minimum of 28 days before filing an associated FCC Form 471 funding request. The E-rate applicant must also follow all E-rate competitive bidding rules. Note that the last date to file an FCC Form 470 and meet the minimum 28-day requirement, and also file within the FCC Form 471 window, would be February 27, 2019. It's important to note, however, that compliance with E-rate competitive bidding requirements, as well as the time necessary to complete an FCC Form 471, make it unrealistic for most applicants to file their FCC Forms 470 on February 27. Best practices are for applicants to plan for a 30-60 day competitive bidding cycle to allow for unexpected changes, review bids received, and award contracts. If you have not yet posted your FCC Form 470 for Funding Year 2019, and expect that you will need to do so, do not delay. More information on FCC Form 470 and competitive bidding best practices is available on K12 HSN's E-rate training website.

Upcoming Training Events

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

USAC E-rate Program Applicant Training Series

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

USAC Office Hours

In February, USAC conducted webinars will allow for attendees to submit live questions about previously-published materials.

K12 High Speed Network Webinars

Completing FCC Form 471 for Category 2 Services

02/12/2019 at 2:00 p.m. (Note NEW Date) K12 High Speed Network Webinars

EducationSuperHighway Webinars
  • Build vs. Buy Calculator: Evaluate Your Fiber Bid Responses

02/13/2019 at 10:00 a.m. EducationSuperHighway Webinars

  • 4 Ways to Get More Bandwidth for Your Budget

02/21/2019 at 10:00 a.m. EducationSuperHighway Webinars

E-RATE Process: Activities to Work on Now 
Making Corrections to Locked EPC Profiles

In EPC each E-rate applicant will have a profile associated with its parent Billed Entity Number (BEN) as well as associated child entities such as schools, libraries, non-instructional facilities, and annexes. USAC requires that every eligible location to receive service be given one of these child designations in EPC. In addition, school and school district applicants must report enrollment and National School Lunch Program (NSLP) eligibility data in the profile for each of their schools in order to calculate the E-rate discount and available Category Two budget. Finally, both schools and libraries must be assigned an Urban or Rural designation in their unique profiles in order for the E-rate discount to be calculated.

Errors in Discount Calculations

If a school profile has no value in its enrollment, NSLP, or urban/rural fields, the E-rate discount for the BEN will not calculate in the FCC Form 471. This is demonstrated by an error message in the FCC Form 471 itself as well as in the Discount Rate display for the BEN's profile in EPC.

For libraries, errors in their associated school district E-rate discount calculations or having no value in an urban/rural field will also result in an error message on the FCC Form 471 and in the Discount Rate display for the library's BEN profile.

If you experience these error messages, you will not be able to proceed with filing the FCC Form 471 for your BEN until the issues are identified and corrected. Because EPC profiles are currently locked for the duration of the FCC Form 471 filing window, contact USAC by either submitting a case in EPC or calling 888-203-8100 for assistance in identifying the source of the error, so USAC may make the correction necessary to allow you to file your FCC Form 471.

Missing Child Entities

If you identify child entities missing from your BEN's profile, you may request that USAC create a new child entity number in EPC. However, you will not be able to add it to your BEN's profile until after the FCC Form 471 window is closed. It is important that you make a note in the Narrative section of any FCC Form 471 funding request of missing entities that will require corrections during USAC application review.

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CALPADS Flash #150 - February 15th, 2019

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

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

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

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

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



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U.S. Department of Education Acts on School Safety Report Recommendation to Improve Understanding of Student Privacy Law

February 12, 2019

Contact: Press Office, (202) 401-1576,

WASHINGTON – The U.S. Department of Education today released a comprehensive set of frequently asked questions (FAQs) on schools' and districts' responsibilities under the Family Educational Rights and Privacy Act (FERPA) in the context of school safety.

The Federal Commission on School Safety (FCSS) released an in-depth report last December, which observed that "substantial misunderstanding remains at the local level among officials and educators concerning (FERPA), and in particular its application to school-based threats."

This FAQ document, titled, School Resource Officers, School Law Enforcement Units and the Family Educational Rights and Privacy Act (FERPA), consolidates previously issued guidance and technical assistance into a single resource to help raise schools' and districts' awareness of these provisions.

"One key takeaway from the commission's work was that the federal government needs to do a much better job of providing useable information that's simple, streamlined and clear," said Secretary DeVos. "FERPA is an area where widespread confusion remains, and this clarification will give local school leaders and law enforcement the tools they need to protect student privacy while ensuring the health and safety of students and others in the school community."

The document consists of 37 commonly asked questions about schools' and school districts' responsibilities under FERPA relating to disclosures of student information to school resource officers (SROs), law enforcement units and others, and seeks to explain and clarify how FERPA protects student privacy while ensuring the health and safety of students and others in the school community.

The FAQ document includes answers to common FERPA questions involving school safety, such as:

  • Can law enforcement unit officials who are off-duty police officers or SROs be considered school officials under FERPA and, therefore, have access to students' education records?
  • Does FERPA permit schools and districts to disclose education records, without consent, to outside law-enforcement officials who serve on a school's threat assessment team?
  • When is it permissible for schools or districts to disclose student education records under FERPA's health or safety emergency exception?
  • Does FERPA permit school officials to release information that they personally observed or of which they have personal knowledge?

The full FAQ document can be found here.

For additional information on the meetings, field visits, listening sessions, roundtables and other resources used to produce the FCSS report, please visit the school safety website.

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SiteImprove Academy offers courses for accessibility education

Siteimprove Academy's role-specific courses offer accessibility education and training for every experience level and skill set. So, whether you're a manager looking for training for your entire team or an individual hoping to brush up on your skills, Siteimprove Academy has something for everyone.

Frequently Asked Questions about Siteimprove Academy

Q: What format are the courses in?

A: The courses include quizzes, interactive content, and videos that offer a fun and engaging learning experience.

Q: How many times can I access the courses within my package?

A: Siteimprove Academy Free gives you unlimited access to the Web Fundamentals learning track. Limited-time access to additional premium learning tracks is also included. Siteimprove customers have access to Academy Plus where they can access courses for an unlimited time.

Q: How long are each of the courses?

A: Each individual course within the course packages is estimated to take one hour, but it depends on the individual pace of the learner. It's also good to remember that the Siteimprove Academy
interface tracks your progress, so it's easy to do them little by little or whenever you have the time.

Q: Do I receive a certificate for completing the course?

A: Yes! You get a certificate for completing each course. Additionally, if you complete all the accessibility courses within Siteimprove Academy, you get a certificate that recognizes you as an"Accessibility Champion."

Q: My company has a subscription to the Siteimprove Intelligence

Platform. Are the courses included in the subscription?

A: Yes! All organizations with Siteimprove Intelligence Platform subscriptions have unlimited access to Siteimprove Academy courses and gain additional reporting and administrator capabilities. Simply log in to the Siteimprove Intelligence Platform and select the Help Center and Academy button at the top of the page to get started. Talk to your Customer Success Manager if you want more information!

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CALPADS Flash #149 - February 14, 2019

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

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

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

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

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

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

One-time Process

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

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

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

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

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

Ongoing Process

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

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

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New school immunization rules for 2019-20

The California Department of Education is sending out the following information on behalf of the California Department of Public Health. Please contact CDPH with any questions.

Dear School Information System vendors,

Changes to California school immunization regulations will become effective starting July 1st, 2019.

Schools are required to maintain immunization information for each student as outlined in regulation section 6070. The required information may be collected in the revised California School Immunization Record (aka form CDPH 286 or Blue Card) at http://eziz.org/assets/docs/shotsforschool/CDPH-286.pdf.

The changes to the regulations include, but are not limited to:

1) Requiring 2 (rather than 1) doses of chickenpox (varicella) vaccine at

  • Kindergarten entry
  • 7th grade advancement
  • K-12 admission or transfer

2) Requiring 2 MMR doses and 3 Hepatitis B vaccine doses at admission or transfer more uniformly throughout K-12 (age restrictions are removed)

3) Changes to some conditional admission time intervals


Other Links:

New regulations eziz.org/assets/docs/IMM-1080.pdf

FAQs about the new regulations www.shotsforschool.org/laws/regs2019/

General information www.shotsforschool.org

Please send questions about child care and school immunization requirements to .

Regards,

California Department of Public Health

Immunization Branch

www.shotsforschool.org

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CALPADS Fall 2 staff info form

 Here's the form I mentioned at the LACOE CALPADS group today.

Note:  The username and password for the SEID login are probably way old.  If you don't already know that info you can contact CTC and request access.

-Chris

File Name: CALPADS_Employee-For_20190214-002339_1
File Size: 115 kb
Download File
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Renaissance Product Updates!

What's new? Here's a peek at just a few of the updates available to you now


Access rich content for practice and instruction

  • Assign instructional resources (Renaissance & open educational resources) using the Star Record Book.
  • Enjoy a seamless connection between assessment results, practice, and instruction.
  • Manage lesson plans with the ability to view and delete existing lesson plans.

View updated and enhanced reports

  • View State Standards Mastery reports which show your state standards in reading and math.
  • Know which students are beginning, developing, or secure in each standard.
  • Track progress of grade-level standards mastery for district administrators.
  • See Test Activity reports with separate columns showing incomplete and failed practice Star tests.
  • Gauge student progress on the Star Student Progress Monitoring reports which include expected goal growth rates (Scaled Score/Week) when a Scaled Score or Percentile Rank Goal is set.
  • Find the reports easier with the Reports Page Menu that includes a tab system to separate reports by product and ability to pin your favorite reports.

Improve parent involvement and communication

  • Use Renaissance Home Connect® to send parent email notifications when a student completes an assessment.

Moving forward, what product updates can you expect next?

  • More content and the ability to assign open educational resources (OER's) including over 100,000 items from Knovation®.
  • 32,000 new formative assessment items in Star Custom.
  • Longitudinal reports to look back at the same group of students over the past 3 years.

Additional resources:

The items listed above are only a few of the updates that have occurred. For a complete list of updates, visit the Product Updates page.

On the Product Updates page, there is a link to the Fall 2018 Renaissance Roadmap Report with a video that highlights the product updates roadmap.

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Ed-Fi webinar February 7th, 2019 11:00 am

The Ed-Fi association is conducting a free webinar on February 7th (11:00 am PST) to discuss the Ed-Fi standard.  It's only 30 minutes long, and should provide a good overview of this emerging data standard for K-12 schools and vendors..  Follow this link to REGISTER

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New Course Offering - Leading with Evidence in Schools

Great new course being offered online from Columbia Teachers College:  
Leading with Evidence in Schools: Data and Research Literacy

March 4, 2019 - March 31, 2019

Upcoming course offerings:
Spring Session - March 4 - 31, 2019
Summer Session - July 1 - 28, 2019

Where: Online asynchronous course

Registration Fee: $595

Group/Team Discount (5 or more):
25% off the registration fee, please contact to register

Units Awarded:

Participants receive 2 CEUs OR 20 clock hours OR 20 CTLEs (applicable only to NYS residents). 

Schools today are awash in data, from grades, to test scores, to discipline reports and attendance to name just a few. Additionally, educators around the world are continually urged to use evidence and best practices around "what works" to inform their decisions in schools. But how are teachers and school leaders to know which forms of data and assessments are most useful to their practice in their schools with their students? How do you find evidence on interventions that not only work, but will work for your teachers and for your students? And how can teachers and school leaders best make sense of the data in schools to bring educators together around the data and assessments that matter most to your school to help build capacity, trust, and collaboration around using evidence together in schools for instructional improvement?

Come join us in this four-week interactive online course to learn how to turn data into evidence-based decisions in schools.

  • 4-week duration
  • 20 hours total time commitment
  • Opportunities to engage with like-minded teachers and leaders on structured discussion boards
  • Weekly Quizzes to check for understanding
  • An optional integrated project

Taking this class will help you:

  • Pinpoint data to measure progress
  • Choose appropriate and reliable assessments to gauge achievement
  • Identify research-based best practices that will work for your students
  • Build you team's capacity, collaboration and trust to use evidence and research to shape improvement strategies

The course is taught by Teachers College, Columbia University Professor Alex J. Bowers, who is a leading expert in data and evidence use in schools, data driven decision making, and education leadership data analytics.

During this course you will network with other like-minded educators who are interested in building their skills in data, assessment and research literacy, through learning together using videos, readings, quizzes, and a writing assignment in which you find, critique and apply an intervention to your school.

Who Should Participate?

This course is designed for current or aspiring teachers, school leaders, and district or state leaders globally who are looking to enhance and hone their skills and capacity around data and evidence use for improving instruction in their schools.

Teams of teachers or schools looking to learn together for their professional development around building their skills for evidence use in their schools are also encouraged to enroll (school teams can be matched within the course upon request).

Additionally, for teachers and school leaders looking for a bridge between their undergraduate or graduate education and additional advanced degrees, this course can provide a bridge for students looking to deepen their practice in evidence use as they prepare to apply to a graduate school program, with a special emphasis on work in the United States.

There are no prerequisites for taking this course. 

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IlluminateEd User Conference - San Diego Jan 30-Feb 1

San Diego Conference Center - Jan 30-Feb 1st

​Attending the Illuminate Education User Conference in San Diego at the end of this month?  Stop by the CASDAAP booth to learn more about the California Association of School Data, Assessment, and Accountability Professionals.  Mention that you saw this announcement and claim your free prize (while dwindling supplies last!)  Or just stop by and talk to Chris or Kate from CASDAAP.


More info about the Illuminate conference:

More info about CASDAAP:

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Massive Data Breach hits San Diego USD

Fox 5 news in San Diego reported today a massive data breach involving the San Diego Unified School District.  

Full Story here:  https://fox5sandiego.com/2018/12/21/san-diego-unified-victim-of-massive-data-breach/   

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