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CALPADS Flash # 134

CALPADS Status and Common Problems

As of Monday, October 8th, CALPADS has been up and running. The CALPADS team has mitigated the issue of users suddenly receiving an error message when working in the system; until the issue is fully resolved, we estimate that approximately 10% of users may experience an instance where CALPADS momentarily presents an error message.Should this occur, the user should log back into CALPADS. Our number one priority continues to be to fully address this problem, but note that this may take a few days.

All CALPADS LEA Administrators with a current application on file with the CDE have now been issued an account. If you submitted an LEA Administrator application and have not received an email from CALPADS with your new account, please send in a service ticket to .  

As we work through the transition to the new system, please note the following:

  • Reporting of issues: If you encounter difficulties as you work in CALPADS, please first consult the CALPADS Known Issues list to determine if the problem has already been reported and documented. You can find the Known Issues list via the CDE CALPADS web page at https://www.cde.ca.gov/calpads; select the link for Known Issues. In the table below, we have listed some of the most common problems currently on the Known Issues list, along with a target date for resolution.
  • Bookmark the home page of the new CALPADS system, not the login screen. If you are having difficulty logging in, verify that the URL says: https://www.calpads.org
  • CALPADS LEA Administrators may potentially see users who are not associated with their LEA in the User Management List. This is a result of the new security module allowing “one-to-many” LEA associations.
    • Please note that users on the list who are not associated with your organization are not authorized to view your reports or edit any of your data.
    • To limit the results in the list to users associated only with your LEA type in your email domain (e.g., @fcmat.org) into the Email/Username box, then click Search.

    Below is the list of common problems (known issues) for which you do not need to send in a service ticket:

    List of Commonly Encountered Defects

    Title

    Target Fix Date

    Work-Around

    Unable to request SSID Extract and Rejected Records Extract by Job ID/Submitter.

    10/12/2018

    None at this time.

    Accountability reports not displaying or Access denied.

    10/12/2018

    None at this time.

    ODS Extract Downloads - Need to default to .txt file type extension to open in a text file.

    10/23/2018

    None at this time.

    OM Dates displayed incorrectly: Student Enrollment/Demographics/SELA: Initial US Enrollment Date differs in grid vs modal.

    10/12/2018

    None at this time.

    Server Application error accessing 0.0 - Candidate List Report.

    10/12/2018

    None at this time.

    Certification Status: Snapshot Create Date displays in UTC.

    10/23/2018

    None at this time.

    SENR SSID Enrollment ODS Extract - Unable to request file by Date Range.

    10/23/2018

    None at this time.

    Job is not posting - status stays "in Review."

    10/23/2018

    None at this time.

    SENR0005: IVR is triggering for NPS school.

    10/23/2018

    None at this time.

    Forward slash (/) in file name causes jobs to get stuck "In Queue."

    10/12/2018

    Save file without forward slashes in the name.

    CALPADS Student data export to TOMS/ELPAC is not working.

    10/11/2018

    None at this time.

    SELA0285: IVR False triggering (batch).

    10/23/2018

    None at this time.

    0.1 Student Submission Error Report: Job ID missing from SENR Submission Error Report.

    No ETA

    None at this time.

    Direct Cert: Certification Status Code filters do not work

    No ETA

    None at this time.

    Fall 1 Access denied message displays for Snapshot report 8.1c Student profile dropouts-State

    No ETA

    None at this time.

    Next Steps

    Below are some suggested steps once you log in:

    • Establish an LEA Admin account and assign roles. For a refresher, view this 5-minute video entitled Quick Demo: LEA Admin First Login, on the CSIS CALPADS Training Channel: https://youtu.be/Eza-yQmLc5I (5 minutes)
    • Prepare local extracts and upload files to CALPADS.
    • Review the CALPADS Known Issues list when encountering problems.
    • Firefox and Chrome are the recommended browsers; Internet Explorer (IE) may cause errors or unexpected behavior.

    CALPADS Deadline Dates

    We appreciate your patience as we work through this transition. We understand that the timing of the transition was not optimal, but were constrained by resources and the critical importance of giving LEAs until September 14, 2018 to update the data required for the 4-year Adjusted Cohort Graduation Rate needed for the California School Dashboard. In addition, this is a phased transition, with Fall 2 and End-of-Year (EOY) features (including historical reports) to be implemented by the end of the year. Given the transition, the CDE is discussing the most appropriate deadlines for the upcoming Fall 1 and Fall 2 submission.

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Using ELPAC data in CALPADS

 August 2018 "Data for the English Language Proficiency Assessments for California (ELPAC) in CALPADS presentation.

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CALPADS Information Meeting - October 3rd, 2018

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CALPADS Flash #142 - Sept 20, 2018

Some LEAs Require an Updated CALPADS LEA Administrator Application

The CDE is updating all LEA CALPADS Administrator applications to ensure that current applications are on file. LEAs that do not have a current CALPADS LEA Administrator application on file were sent an email last week directing them to submit a request for an application to the CALPADS Service Desk. Once you receive the application, it is important that you return it as soon as possible because you will not be issued a new CALPADS account until an approved application is on file. We are working to respond immediately to application requests and to expeditiously process completed applications; however, there is currently a seven day backlog of these tickets. You do not need to resend the service ticket if the CDE has not yet responded.

If you did not receive an email requesting that you submit a new application, it is not necessary to submit a new application.

All CALPADS LEA Administrators Will Need New Accounts; Completion of Essential 2 or Fall 1 Advanced Training Is Required to Receive New Account

CALPADS has a new security model, and all CALPADS LEA Administrators are required to attend training prior to being given an account to the new system.

CALPADS LEA Administrators who are experienced users should attend Fall 1 Advanced, where the Fall 1 changes for the year and new security set up will be covered. Essential 2 can be substituted for the Fall 1 Advanced to learn about the new User Management functionality if you find those session times are better for your schedule.

CALPADS LEA Administrators who are new to CALPADS or feel they need a more in-depth training, should sign up for Essential 2, followed by Fall 1 Reporting and Certification.

When you attend a training session, it is important to include your first and last name when logging in to the event, so that we can track attendance for each individual.

CALPADS LEA Administrators who have attended training and have a current application on file will receive an account to the new environment on October 3rd. These users will receive an email with instructions on how to set up their password and a link to the new site; the confirmation link in the email will expire within 24 hours.

Once the LEA Admin account is established, you will need to create new accounts and add roles for any local users who may need access to the system.

Updated Timeline for CALPADS Down Time

As noted in Flash 141, CALPADS will be taken offline on September 21 at 5:00 p.m. The file upload function will be disabled at 3:00 p.m. to allow for all jobs to finish posting. The revised re-open date is October 3, 2018.

Registration for CALPADS Information Meeting (CIM) Now Open

The Fall CALPADS Information Meeting (CIM) is scheduled for Tuesday, October 2, 2018.

Registration for the October 2 CIM is now open on the FCMAT/CSIS Events web page at http://csis.fcmat.org/Pages/Events.aspx. The draft agenda is also available via this link.

The meeting will be streamed over the Internet, and details about accessing the meeting will be sent only to registered attendees. To register, go to the FCMAT/CSIS October 2, 2018 CALPADS Information Meeting (CIM) web page at http://csis.fcmat.org/Pages/Oct-2-2018-CALPADS-Information-Meeting-(CIM).aspx and click on the "Enroll" link on that page, and then follow the on-screen directions.

Please register no later than Monday, October 1 at 11:00 a.m. in order to receive logon information and meeting materials. If more than one person will be viewing the meeting together, please register only once, and enter the name(s) of the other attendees where indicated on the registration form.

There is no cost to attend this meeting. LEAs are strongly encouraged to attend to learn about system updates, upcoming changes for the Fall submission, and updates on accountability and other topics of interest.

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NEW! LA County CALPADS Network!

Save the Dates!

Meeting 1
September 28, 2018
9:00-11:00 am Location: TBD

Meeting 2
December 3, 2018
9:00-11:00 am TBD

Meeting 3
February 13, 2019
9:00-11:00 am TBD 






This year LACOE will facilitate three CALPADS networking sessions timed strategically around important CALPADS certification dates. The goal of these sessions is to support CALPADS administrators and CALPADS data technicians (not an official CALPADS term) as this data source becomes increasingly important in the world of Accountability. CALPADS administrators/data technicians are the target audience for these meetings.

Network sessions will highlight data timelines, connections to the CA accountability (for context purposes only), best practices and procedures, and networking time. While LACOE will facilitate these sessions, most presentations will come from participating LEAs. These meetings are not intended to replace any Accountability meetings that director level administrators attend as the CALPADS meeting focus will be on the nuts, bolts and best practices for working successfully and efficiently with CALPADS.

In an effort to make these meetings accessible for our vast county, locations will vary.

If you are interested in signing up your CALPADS administrator/CALPADS data technician to participate in these networking sessions, please respond in this link (even if you have previously expressed interest on behalf of your staff):  https://goo.gl/forms/vdSW8e3oEHuKiUUl2 (NOTE: this is NOT a registration link. This is a distribution list link for important CALPADS related communique.)

Registration for the meetings will come approximately two weeks prior to the meeting date.

File Name: Los-Angeles-County---CALPADS-Network-Flye_20180910-194147_1
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DataQuest Update August 14, 2018

Dear DataQuest Users:

This message is to notify you that there have been several data reports released recently to both DataQuest and the California Department of Education (CDE) Downloadable Files web page.

The DataQuest Reports are available here: https://dq.cde.ca.gov/dataquest/. The downloadable files are available here: https://www.cde.ca.gov/ds/sd/sd/.

New DataQuest Reports and Downloadable Files

1. The CDE has developed the following new DataQuest Four-Year Adjusted Cohort Graduation Rate (ACGR) and Outcome reports that incorporate the new business rule changes:

  • Four-Year Adjusted Cohort Graduation Rate
  • Four-Year Adjusted Cohort Graduation Rate (with County/District/School data)
  • Four-Year Adjusted Cohort Outcome
  • Four-Year Adjusted Cohort Outcome (with County/District/School data)

The four-year adjusted cohort graduation rate reports provide information about graduates, including how many met UC/CSU requirements, earned a Seal of Biliteracy, or earned a Golden State Seal Merit Diploma. The four-year adjusted cohort outcome reports provide information about all students in the cohort and all their four-year cohort outcomes. Each report is viewable by race/ethnicity, program subgroup, or with county, district, or school data. When the 2017–18 ACGR data are released, there will also be an option to view the data by academic years.

Each report includes a report description, glossary, enhanced report options and filtering capabilities, and dynamic data suppression. Users will be able to apply filters to see data for all schools, charter schools, or non-charter schools. (Note: Charter school data are excluded from district-level reports by default; however, users can still include charter school data in district-level reports by adjusting the "School Type" filter on the reports.) Users will also be able to apply filters that include or exclude alternative school data or display data by one or more student subgroups.

To access the 2017 Four-Year ACGR and Outcome reports on DataQuest, please following these steps:

  • Navigate to the DataQuest home page at https://dq.cde.ca.gov/dataquest/
  • Select the desired Level (State, County, District, or School)
  • Select "Four-Year Adjusted Cohort Graduation Rate & Outcome Data" located within Subject menu under Student Demographics
  • Click "Submit"
  • Select 2016–17
  • Click "Submit"
  • Select desired report from the menu
  • Click "Submit"

The CDE has also released a downloadable data file for the 2017 ACGR and Outcome data that supports many aspects of the new reports. The downloadable data file can be found at https://www.cde.ca.gov/ds/sd/sd/filesacgr.asp.

2. The CDE has also released the Staffing data for 2017–18.

  • Downloadable data files for staff demographics (e.g., gender, race/ethnicity, education level, and years of service for teachers, administrators, and pupil services staff).

https://www.cde.ca.gov/ds/sd/df/filesstaffdemo.asp

  • Downloadable data files for course information (e.g., course enrollment, grade level, UC/CSU indicator, and NCLB core and compliant status) as well as assignment information (e.g., type of staff and time base).

https://www.cde.ca.gov/ds/sd/df/filesassign.asp

3. The CDE has also released the standardized test results from the SAT, ACT, and AP tests which measure high school students' achievement.

  • Downloadable data files of SAT, ACT and AP tests are found here:

https://www.cde.ca.gov/ds/sp/ai/

If you have any questions regarding DataQuest or the reports and files included in this data release, please contact the Data Reporting Office by phone at 916-327-0219 or by e-mail at .

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Data Submission Reminders for the 2018 California School Dashboard

 Below is the PDF file that was distributed today to Dashboard Coordinators.

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CALPADS Deadlines 18-19

The CALPADS deadlines for the 2018-19 school year are listed below:


CALPADS Calendar for 2018–19

CALPADS Snapshot Collection Windows and Certification Deadlines

CALPADS Submission

Census Day

Primary Data Submitted

Official Submission Window

Certification Deadline

Amendment Window

Fall 1

October 3, 2018

  • 2018–19 Enrollment Counts
  • 2017–18 Grads and Drops
  • English Language Acquisition Status
  • Immigrant Counts
  • Free/Reduced Price Meal Eligibility

October 3, 2018 to November 21, 2018

November 21, 2018

November 22, 2018 to December 7, 2018

Fall 2

October 3, 2018

  • Student Course Enrollments
  • Staff Assignments and FTE
  • English Learner Education Services

November 27, 2018 to February 1, 2019

February 1, 2019 

(Final Deadline)

No Amendment Window

EOY* 1

N/A

  • Course completion for grades 7–12
  • CTE participants, concentrators, completers

May 13, 2019 to August 17, 2019

August 17, 2019

(Final Deadline)

No Amendment Window

EOY 2

N/A

  • Program Eligibility/Participation
  • Homeless Students

May 13, 2019 to August 17, 2019

August 17, 2019

(Final Deadline)

No Amendment Window

EOY 3

N/A

  • Student Discipline
  • Student Absence Summary

May 13, 2019 to August 17, 2019

August 17, 2019

(Final Deadline)

No Amendment Window

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CALPADS releases Data Guide version 10.0

 Here are the significant changes from the release today of the new CALPADS Data Guide:

Name

Section

Summary of Changes

Student Enrollment

2.1.1

Removed Ungraded Elementary and Ungraded Secondary verbiage from Field # 1.24 (Grade Level).

Student Enrollment

2.1.1

Added new comment for District of Choice to Field 1.30 (Student School Transfer Code).

Student Information (Demographics)

2.1.2

Added “K-12” to Data Element Public Name for Field Number 2.36.

Student Program-Eligbility and Participation

2.1.3

Removed Pregnant and Parenting and 504 Accommodation Plan under participating and added to eligibility.

English Learners

3.1.2

Corrected Field Number and Data Element Public for Student Initial US School Enrollment Date K-12.

Eligible Immigrants

3.1.7

Corrected Field Number and Data Element Public for Student Initial US School Enrollment Date K-12.

Dropouts (One-Year)

3.1.8

Added note that Grade Level = Ungraded Secondary (US) was retired on June 30, 2018.

Graduates and Completers

3.1.9

Added note that Grade Level Code Ungraded Secondary (US) is retired as of 6/30/18 but available for transactional purposes prior to AY 2018-2019.

Educational Options Schools and Programs

3.2.2

Removed Pregnant and Parenting.

Exit Codes

Appendix C

For valid grade levels, added note that Grade Level Codes Ungraded Elementary (UE) and Ungraded Secondary (US) are retired as of 6/30/18 but available for transactional purposes prior to AY 2018-2019.

Exit Codes

Appendix C

T270 – added note that code was retired at the end of 2017-18.

Exit Codes

Appendix C

T310 – added note that code was retired at the end of 2017-18 and exit code E410 to signify that student withdrew, etc.

Exit Codes

Appendix C

T460 – added note that code was retired at the end of 2017-18 and additional information on transferring to private or public school.

File Name: dataguidev10-20180701
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CALPADS Reports (New!)

​We are nearly finished with the build-out of the CALPADS reports section of the website.  We've listed the 84 active reports (both certification and support).  For each we list the name of the report, a screenshot, description, and list of the data elements (the actual headers of the report).  Eventually we will add some additional info for each. Registered members can also post comments/questions/tips for each.


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CALPADS Program Eligibility vs. Participation Cheat Sheet

Below is a PDF of pages 55 through 69 of the CALPADS Data Guide Version 9.3 that explains various program eligibilty and participation guidelines. 

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CALPADS Flash Update #139

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Known CALPADS system errors

There are more than 130 known errors in the CALPADS system currently.  If you are having difficulties with some errors or totals not working out as expected, try consulting the attached excel file.  It may contain information about your particular situation that may be impacting your district's data. 

File Name: CALPAD_knownissues_july5-2018
File Size: 31 kb
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CALPADS Update Flash #138

Published June 25, 2018.  The entire PDF file is below: 

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CALPADS FLASH #137 - JUNE 18, 2018

Here's a PDF of today's CALPADS Flash.   

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CALPADS EOY for Beginners

A short 20 minute video explaining the "big picture" of the CALPADS end of year process.

Reminder:  EOY deadline is July 31, 2018! 

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CALPADS FALL 2 deadline extended!

 Dear LEA Representatives,

The February 23 CALPADS Fall 2 certification deadline has been suspended. The final Fall 2 certification deadline (the close of the amendment window) remains March 23.

It is important for local educational agencies (LEAs) to certify their Fall 2 data submission on or before March 23, 2018 in order to report their official staff full-time equivalent (FTE), English learner (EL) services, and student course enrollment data.

Because there will be no February 23 deadline, no letters will be sent to superintendents of local educational agencies (LEAs) that do not certify by February 23. LEAs with certification errors should continue to resolve errors as soon as possible in order to focus on reconciling the certification reports.

Please feel free to contact the CALPADS Service Desk if you have any questions or any concerns, or would like any assistance.

You may contact the CALPADS Service Desk by:

1. Submitting a service request ticket to http://www2.cde.ca.gov/calpadshelp/default.aspx

2. E-mailing

3. Calling 916-325-9210

Thank you,

CALPADS Team

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CALPADS poll - How many accounts do YOU have?

I've created a poll based on a question posted today in one of the CALPADS forums.  You must be logged in to vote!  See image below for how to access poll. 

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CALPADS Fall 1 Deadline Postponed!

Editor's note:  This just came across the CSIS listserv:

Dear LEA Representative:

We have determined the recent slowdown in CALPADS is due to sheer volume in the last week of the deadline. We were not able to get more LEAs certified earlier and reduce the load on the system prior to the deadline. As of Monday, 12/11/2017 only 50% of the 1,906 LEAs in the state had certified Fall 1. While we work to encourage LEAs to certify throughout the submission window we were unsuccessful to encourage more to complete sooner. So, due to this high volume causing extreme slowness with rendering reports and related screens, and the closure of some number of districts due to fires, the 2017 Fall 1 certification deadline has been extended to Friday, December 22, 2017.

Thank you,

CALPADS Team

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EdSource releases map of homeless student rates in CA schools

This is a truly fascinating use of "big data."   Kudos to Daniel Willis over at EdSource for creating a map that highlights where student homelessness is greatest throughout the state.  You can see the map here at this link:  https://edsource.org/2017/california-map-shows-hot-spots-of-homeless-students/588165.  To my memory this is the first time I have seen an actual "heat map" of the geographical locations where student homelessness is more pervasive than other areas.  Hopefully with the LCFF process additional resources will flow to these students and these schools to have a positive impact on their learning and continuity of educational services.  This is just one example of how the state's data system, CALPADS, can produce updated and actionable information to Calfornia educators and decision makers.



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