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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
File Size: 481 kb
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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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Happy Census Day!

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

2017–18 BACK-TO-SCHOOL LETTER

The California Department of Education (CDE) would first like to thank local educational agencies (LEAs) for their dedication and hard work in certifying the 2016–17 End-of- Year (EOY) submissions. LEAs are to be congratulated for meeting the challenge of submitting student absence summary data for the first time and certifying all EOY submissions in August.

The CDE also recognizes that the school year has already started and LEAs are busy enrolling students and scheduling them into classes. The CDE has sent Superintendents and Charter School Administrators the annual Back-to-School letter for data collections, and in that letter we emphasize the importance of executive leadership supporting the mission critical work that you do. You can view this letter, dated September 6, 2017, on the CDE CALPADS Communications Web page at http://www.cde.ca.gov/ds/sp/cl/communications.asp under the "Letters to Superintendents" heading. Additionally, here is a direct link to the letter: http://www.cde.ca.gov/ds/sp/cl/yr1718databts.asp.

FALL 1 SUBMISSION

The Fall 1 certification deadline is December 15, 2017. LEAs should set internal deadlines to ensure their submission is certified on time. The table below provides a suggested timeline that LEAs may use to help them meet the Fall 1 Certification deadline.

​Dates ​Activity
​Now Run the security report in CALPADS (under Admin > User Security, which is only available using the LEA Admin account) to determine if any accounts need to be revoked.  Remove the Anomaly Contact role from an account before it is revoked.  Make sure your anomaly contact is current.  Update CALPADS 2016–17 enrollment records with enrollment end dates.  
​NowUpdate CALPADS 2016–17 enrollment records with enrollment end dates.         
​No Later than October 4th, 2017 Complete Fall 1 data population in local student information system. ​
​ No later than October 27, 2017 ​Upload Student Enrollment (SENR) and Student Program (SPRG) files.  Update students' Student English Language Acquisition Status (ELAS) using the Student English Language Acquisition (SELA) file for students who have had a change in their status.  Review validation errors.  Reconcile data as needed. 
​ No later than November 3, 2017 ​ Post SENR, SINF, SPRG, and SELA files.
​ November 6 – 17, 2017  ​ Review reports.  Reconcile data in reports as needed. 
​ November 20 – December 1, 2017 ​ Send reports to site leaders for approval.
​ December 4 – 15, 2017  ​ Certify Fall 1 data (Level 1 and Level 2).

Fall 1 snapshot reports will begin running in the early morning hours of Wednesday, October 4, and all LEAs should have a snapshot revision by Thursday morning, October 5, at the latest.

LEAs are reminded to indicate which 2016–2017 graduates met the Golden State Seal Merit Diploma and the Seal of Biliteracy. These new indicators will be displayed on reports 1.9, 1.10, 1.11, and 8.1a.

Input Validation Rule (IVR) SENR0269 severity was changed to a warning on October 3, 2017. LEAs are advised to carefully review any SENR0269 warning, as it is essential that enrollment grade levels are within the school's grade span.

REGISTER FOR FALL CALPADS INFORMATION MEETING

Registration is currently open for the CALPADS Information Meeting (CIM) scheduled for Tuesday, October 17, 2017. The meeting will be held from 9:30 a.m. to 12:00 p.m. and will be streamed over the Internet to individual participants. There will be no physical locations for the meeting. If you plan to attend, please register at least 24 hours prior to the meeting on the CSIS October 17, 2017 CALPADS Information Meeting Web page at http://csis.fcmat.org/Pages/October-17-2017-CALPADS-Information- Meeting.aspx. If you will be watching the CIM with others from your organization, please register only one individual. Instructions for joining the meeting will be emailed to those who register in advance of the meeting. There is no cost to participate.

The meeting agenda is also available via the meeting link. The agenda includes a review of the upcoming Fall 1 and Fall 2 submissions as well as updates on Assessment and Accountability. Although attendance is optional, CALPADS administrators and other staff working on CALPADS are encouraged to attend.

Presentation materials will be posted on the October 17, 2017 CIM Meeting Web page (the link provided above) by October 16, 2017. For those unable to attend, a video of the meeting will be posted within a couple of weeks after the meeting. 

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CASEMIS to CALPADS (C2C) TRANSITION UPDATES

(Editor's Note:  I copied this directly from the PDF file that was distributed on the listserv.  A few folks were having issues with the attachment not coming through, so here is the raw text:)

California Department of Education – CALPADS Team and Special Education Division

Subject: CASEMIS to CALPADS (C2C) TRANSITION UPDATES

END-OF-YEAR (EOY) SUBMISSION CERTIFICATION DEADLINE MOVED TO AUGUST 25, 2017

Per the CALPADS Update Flash #129 that was released on July 21, 2017, the final August 11th EOY certification deadline (the close of the amendment window) for EOY 1, 2, and 3 has been moved to August 25th, in order to accommodate a defect fix. Special Education Local Plan Areas (SELPAs) should work with district CALPADS administrators to ensure that all discipline reports in the EOY 3 submission have been reviewed prior to the August 25th certification date. The certification deadline for the California Special Education Management Information System (CASEMIS) suspension data (formerly Table C) has also been extended to August 25th. All other submissions for CASEMIS (Tables A and B) still have a certification deadline of August 11th.

SPECIAL EDUCATION PROGRAM END DATES IN CALPADS: FREQUENTLY ASKED QUESTIONS

When is it appropriate for LEAs to populate the Education Program End Date for a Special Education Program record (Education Program Code 144 – Special Education)?

 The only circumstance in which the Education Program End Date for a Special Education Program record should be populated is when the student exits special education for one of the following reasons:

o Student was determined to be no longer eligible for services; o Student completed high school;
o Student aged out of the program (on 23rd birthday);
o Student dropped out of school;

o Student transferred out of state or out of the country; o Student died;
o Parent withdrew the student from special education; o Student received a special education waiver;

o No parental consent was given for an infant to be evaluated for Individualized Education Plan (IEP) services.

 It is NOT appropriate to populate the Education Program End Date for a Special Education Program record in any of the following scenarios:

o Routine year-end program record exits in CALPADS;
o To reflect changes from one primary disability to another;
o When the student transfers to another California public school or district.

How should Special Education Program records be reported for a student who was eligible for special education services, subsequently exits the program and then, after a period of time, is once again determined to be eligible for services?

 First, LEAs must ensure that the original Special Education Program record reflecting the Special Education Initial Entry Date (Education Program Start Date field) and the Special Education Program Exit Date (Education Program End Date field) are in CALPADS. If the record is not in CALPADS, then the record should be submitted.

Then, in order to reflect the subsequent determination that the student is eligible for services, a subsequent Special Education Program record should be submitted reflecting the new eligibility determination date (IEP meeting date) in the Education Program Start Date field. The Education Program End Date field should be null.

UPCOMING CASEMIS FALL ROADSHOWS

The California Department of Education (CDE) Special Education Division will be conducting its annual "Fall CASEMIS Roadshows" beginning in October 2017. Special Education and CALPADS staff will update local educational agencies on upcoming changes in CASEMIS for December 2018, as well as debut some of the data validations that will be required when CASEMIS is transitioned into CALPADS. The proposed dates and locations of these roadshows are listed below. The exact times, addresses, and registration information will be finalized and sent out in the September C2C newsletter. Please save these dates on your calendars.

October 9, 2017, San Diego, CA, San Diego COE
October 11, 2017, Santa Clara COE
October 12, 2017, Sonoma COE
October 13, 2017, Sacramento, CA, Sacramento COE
October 16, 2017, Saddleback USD
October 20, 2017, El Cajon
October 26, 2017, Desert Mountain SELPA
October 27, 2017, Ventura County SELPA
November 9, 2017, Los Angeles, CA, Los Angeles COE 
Contact Us Special Education Division Amanvir Sahota (916) 327-1022 CALPADS Office Sotain Fisher (916) 327-0210 

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