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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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CALPADS End-of-Year for Beginners


Hot off the digital press!  CALPADS EOY for Beginners.  A ~30 minute video that explains the CALPADS End of Year process for newbies. 

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CALPADS Flash #127

CALPADS LEA ADMINISTRATOR AUTHORIZATION INTERIM PROCESS

To implement best practices and enhance overall CALPADS security, the process for authorizing CALPADS LEA Administrators has been modified. If the CALPADS Administrator application on file at the California Department of Education (CDE) is over one year old, a new application is now required upon an LEA Administrator account password reset request. This process will continue until the completion of the 2017–18 End-of-Year (EOY) data submission, and will not begin this August as stated in the April 2017 CALPADS Information Meeting. A new process will begin with the rollout of the changes to the CALPADS security model and upgraded user interface. More information on the new process will be provided in the future.

Key Points Regarding CALPADS User Accounts

In order to help expedite processing the password reset for a CALPADS LEA Administrator account, here are some key points to remember:

  • If you are the CALPADS LEA Administrator, log on to your LEA Administrator account regularly to ensure that it stays active, allowing you to easily manage all local LEA and/or school level accounts.
  • To request a CALPADS LEA Administrator Application, contact the CALPADS Service Desk by e-mail at or by phone at
    916-325-9210. Your request should include:
    • Your User ID.
    • Your LEA's full 14-digit County-District-School (CDS) code.
  • Do not include your password in any e-mail or service desk request.
  • When you submit the application, be sure that it is filled out accurately and completely, making sure that:
    • Signatures are visible.
    • The date on the application is less than one year old (do not send in old applications).
    • A security question and answer is included.
    • The CDS code is included.

In addition, remember the following:

  • Notify the CALPADS Service Desk when your CALPADS LEA Administrator is no longer in that role, so that we can revoke their account.
  • Request a new CALPADS LEA Administrator application from the CALPADS Service Desk when your e-mail address changes.
  • For multi-LEA accounts, complete a separate application for each LEA included in the account.

Remember: If you have an LEA or School account, contact your CALPADS LEA Administrator to reset your password. Please do not send these requests to the CALPADS Service Desk, because they will be returned, further delaying the reset of a password.

OPENING OF 2016–17 END-OF-YEAR SUBMISSION WINDOW

The 2016–17 End-of-Year (EOY) data submission window opened on May 15, 2017. Local educational agencies (LEAs) are expected to certify all EOY submissions that are displayed on the certification screen, even if the counts are zero (e.g., a K–8 elementary LEA that does not offer departmentalized courses should still certify EOY 1). The certification deadline is Monday, July 31, 2017, and the amendment window closes on Friday, August 11, 2017.

LEAs are strongly encouraged to start on the EOY submissions immediately and not wait until school is out to begin file uploads to CALPADS. All of the EOY submissions use a reporting period of July 1, 2016 to June 30, 2017. It is to an LEA's advantage to begin the upload process now, prior to school ending, because doing so can provide reports to help LEAs resolve data problems before staff leave for the summer. Once school ends, LEAs will need to re-upload the files, but the reconciliation process should be much faster because the majority of issues would have already been resolved.

The following suggested dates will help keep LEAs on track to certify on time. Be sure to adjust the dates if schools or offices close earlier for summer.

  • Now – Complete Student Information System (SIS) data population.
  • June 16 – Upload files and correct errors or discrepancies as needed.
  • June 30 – Review certification reports, correct errors, and fix discrepancies.
  • July 14 – Distribute reports for review and approval.
  • July 31 – Certify.
CHANGES TO EOY 1 – CAREER TECHNICAL EDUCATIONChange in Definition of Code 154 – Career Technical Education

To identify CTE courses as eligible for Carl Perkins or CTE Incentive Grant (CTEIG) funding, LEAs must populate Field 9.10 (CRS-Course Content Code) in the CALPADS Course Section Completion (CRSC) file with a code of 154 – Career Technical Education. Courses populated with a code of 154 must be:

  • Part of a course sequence that meets the CTE Pathway Standards.
  • Taught by an appropriately credentialed CTE teacher.
  • Used only for specific academic courses that have been identified as courses that would be logical parts of a CTE course sequence. For a list of the allowable courses, refer to the CALPADS Frequently Asked Questions (FAQ) Career Technical Education (EOY) Topics, which are posted on the CDE CALPADS FAQ Web page at: http://www.cde.ca.gov/ds/sp/cl/faq.asp.

Field 9.10 should be left BLANK for any CTE courses that do not meet the above criteria.

Field Number

Data Element Name

Coded Value/Name

Code Definition

9.10

CRS-Course Content Code

154 – Career Technical Education

The course content is related to an approved Career Technical Education (CTE) Pathway (as per the California Career Technical Education Model Curriculum Standards) and is taught by a teacher who is appropriately authorized through the California Commission on Teacher Credentialing to teach in a specific CTE industry sector.

Credentialing Requirements for Teaching CTE Courses

Teachers teaching CTE courses are required to either 1) hold a preliminary or clear Designated Subjects Career Technical Education Teaching Credential for a specific industry sector; or 2) hold a Single Subject Credential in a specific subject, which authorizes them to teach in specific industry sectors.

For more information on the specific requirements for the preliminary and clear Designated Subjects Credentials, please refer to the California Commission on Teacher Credentialing Credentials Leaflet 888 (CL-888) available on this California Commission on Teacher Credentialing Web page: http://www.ctc.ca.gov/credentials/leaflets/cl888.pdf.

See the table below for allowable Single Subject Credentials:

These credentials:

...Are allowed to teach courses in these industry sectors:

Agriculture Education AND Agriculture Specialist

  • Agriculture and Natural Resources

Business Education

  • Business and Finance
  • Information and Communications Technologies
  • Marketing, Sales, and Services

Home Economics

  • Education, Child Development, and Family Services
  • Fashion and Interior Design
  • Hospitality, Tourism, and Recreation

Industrial Arts

  • Building and Construction Trades
  • Energy, Environment, and Utilities
  • Engineering and Architecture
  • Manufacturing and Product Development
  • Transportation

Industrial Technology Education

  • Building and Construction Trades
  • Energy, Environment, and Utilities
  • Engineering and Architecture
  • Information and Communications Technologies
  • Manufacturing and Product Development
  • Transportation
CTE Report Changes
  • Non-concentrator student counts will now only be counted at the industry sector level in a separate report.
  • CTE reports will have a filter that allows LEAs to see courses considered "Perkins or CTEIG Fundable" (flagged with code 154) including Regional Occupational Centers and Programs (ROCP) courses and those that are not.
  • Concentrator and completer snapshot reports (3.14, 3.15) will now reflect student counts by pathway based on the pathway submitted in the Student Career Technical Education (SCTE) file and not based on the course they completed in the Course Section Completion (CRSC) file.
  • New snapshot reports (aggregate and student detail list) will be created equivalent to snapshot reports 3.14 and 3.15 for Non-Concentrator CTE Participants.
  • For EOY 2016–2017 Report C/A 3.14 will be disabled. This report will be re-activated for EOY 2017–2018 and modified to only include Concentrators/Completers and a new C/A report will be created to only include Non-Concentrators.
REMINDERS FOR EOY 2 – PROGRAM PARTICIPATIONEnsuring Correct Submission of Homeless Student Data in CALPADS

The accurate reporting of homeless students is important because it helps to generate funding for California to address the homeless issue. To ensure accurate reporting of homeless students, CALPADS LEA Administrators and district homeless liaisons should work together to ensure that data for all students who were homeless in the 2016–2017 academic year are reported. This means that a Student Program (SPRG) record must be submitted with dates that overlap the 2016–2017 academic year for each homeless student. After updating the information, LEAs should review certification report 5.4 - Homeless Students Enrolled - Unduplicated Count by School and supporting report 5.5 - Homeless Student List to ensure that the counts look accurate prior to certifying the data.

If you do not know who your LEA's homeless liaison is, a list of homeless education liaisons can be found on the CDE Homeless Education Web page at: http://www.cde.ca.gov/sp/hs/.

Updating Title I, Part A School-wide Status

LEAs are required to certify a school's Title I status in the Consolidated and Application Reporting System (CARS) as part of the Title I, Part A Notification of Authorization of Schoolwide Program data collection. A school's Title I status is certified as either Targeted Assisted Status (TAS) or Schoolwide Program (SWP). This information is loaded in CALPADS and is used to pre-populate information on Certification Report 5.1 – Program Participants – Count.

CALPADS has been updated with data from LEAs that have certified these data in CARS as of May 16, 2017. For LEAs that have not certified these data in CARS, CALPADS will reflect the school's status as TAS. In order to certify accurate data in EOY 2, LEAs receiving Title I, Part A funding should review their 2016–17 data in CARS as soon as possible, so that CALPADS reflects the correct Title I, Part A funding and TAS/SWP status for each school.CALPADS will be updated with CARS data on a weekly basis beginning Friday, May 19, 2017.

CHANGES TO EOY 3 – STUDENT DISCIPLINECollection of Attendance Data for Chronic Absenteeism Summary

The Every Student Succeeds Act (ESSA) requires states to report chronic absenteeism rates for schools (Section 1111(h)(1)(C)(viii) of the ESSA). To meet this requirement, LEAs will be required to submit attendance data to CALPADS through a new file type, Student Absence Summary (STAS), in order for the state to calculate chronic absenteeism rates on a student-level basis. The State Board of Education is also considering chronic absenteeism as one of the indicators for state and federal accountability.

The STAS data will be required for the first time as part of the 2016–17 End-of-Year (EOY) 3 - Student Discipline data submission. As part of EOY 3, LEAs will also be required to certify a cumulative enrollment count that is automatically calculated from the enrollment records posted in CALPADS.

Please note that the absenteeism data collected through CALPADS will not replace the average daily attendance (ADA) data submitted to the CDE for purposes of funding the Local Control Funding Formula (LCFF), or other programs funded based on ADA, although to the extent possible, the same definitions will be used so that LEAs may utilize the data that they already collect.

The CALPADS team is providing a special training course, STAS Data Population, to help LEAs prepare for the reporting of STAS data. The course reviews the data elements, validation rules, reports, and certification components. Visit the FCMAT/CSIS Training Web page at http://csis.fcmat.org/Pages/Trainings.aspx for the training schedule and to register if you have not already taken this course.

Clarification of Days Attended (13.16) FieldAs stated in the CALPADS File Specifications v8.6, Days Attended are the total number of days the student attended the school. Days Attended does not include days a student was absent due to an out-of-school suspension. Please note, Days Attended includes the days a student attended in-school suspension even though days in attendance in in-school suspension is reported separately in the Days in Attendance In-School Suspension (13.18) Field. Users have been receiving a STAS0318 (Invalid Total Absences and Days Attended) error for records where Days Attended does not already include Days in Attendance In-School Suspension. Days in Attendance In-School Suspension is not included in the total Absences as part of this validation.

Please ensure that your SIS is reporting the Days Attended (13.16) field correctly to CALPADS.

LETTER SENT TO SUPERINTENDENTS/CHARTER SCHOOL ADMINISTRATORS On 2016–17 DATA COLLECTIONS MID-YEAR UPDATE AND 2017–18 CHANGES

A letter dated May 5, 2017 was sent to Superintendents and Charter School Administrators highlighting the important areas of focus during the EOY data submission to CALPADS, as well as highlighting important changes for the 2017–18 reporting year. In particular, this letter highlights the use of the EOY data in the California School Dashboard (Dashboard) and the first-time collection of chronic absenteeism. This letter was also sent to CALPADS Administrators and is now posted on the CDE CALPADS Communications Webpage (under the Letters to Superintendents heading) at http://www.cde.ca.gov/ds/sp/cl/communications.asp.

The letter strongly urges Superintendents and Charter School Administrators to allocate sufficient staff resources to the timely and accurate submission and certification of these data now and in future years. The letter stresses that it is particularly important for LEAs to review these data for accuracy prior to certification, because once the EOY amendment window closes, LEAs will not receive another opportunity to decertify, correct, and recertify these data.

Questions:

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

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CA Accountability Coordinators Update for May 24, 2017

(Editor's Note - From an email distributed today to all CA Accountablity Coordinators)

Dear Accountability Coordinators: 

The purpose of this e-mail is to inform you of two important notifications announcing the opening of the 2016–17 End-of-Year (EOY) data submission to the California Longitudinal Pupil Achievement Data System (CALPADS). 

These notifications are attached and are also available online on the California Department of Education’s Web site at: 2016–17 Data Collections: 

Mid-Year Update (May 5, 2017 Letter to Superintendents and Charter Administrators): http://www.cde.ca.gov/ds/sp/cl/data1617midyearupdate.asp 

CALPADS Update FLASH #127:

http://www.cde.ca.gov/ds/sp/cl/calpadsupdflash127.asp

We strongly urge accountability coordinators to review these notices since the EOY data submission includes data that will be used for state indicators reported in the Fall 2017 Dashboard. These notices also reference data submission for chronic absenteeism. 

Please note that no decisions have been made to the calculation formula or to the exact information that will be reported in the Fall 2017 Dashboard. Once these decisions have been made for chronic absenteeism, we will notify accountability coordinators. 

Because local educational agencies (LEAs) will not receive another opportunity to correct these data once the EOY amendment window closes on Friday, August 11, 2017, accountability coordinators may wish to work with their CALPADS LEA Administrator(s) and appropriate staff prior to the window closing. If you have any questions regarding these two notifications, please contact the CALPADS/CBEDS/CDS Operations Office by e-mail at .

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CAREER TECHNICAL EDUCATION COURSE MAPPING WORKSHOPS

​(Editor's Note:  from an email sent to the CSIS listserv and forwarded to me to post - Chris)

To: Local Educational Agency Representatives

From: California Department of Education – CALPADS Team and Career Technical Education Administration and Management Office

Date: May 23, 2017

Subject: CAREER TECHNICAL EDUCATION COURSE MAPPING WORKSHOPS

The CALPADS Team and Career Technical Education Administration and Management Office will be offering several workshops throughout the state beginning the second week in June. These workshops will focus primarily on course mapping for the 2017 – 18 academic year.

UPCOMING CAREER TECHNICAL EDUCATION COURSE MAPPING WORKSHOPS

Title: Mapping Local CTE Courses to the New CALPADS State Course Codes: A Hands-On Workshop

Description: This three-hour workshop is a hands-on, interactive session where participants will be provided a template in advance of the workshop that allows them to pre-populate their local CTE courses for the 2017–18 academic year, then work directly with California Department of Education (CDE) staff to identify the appropriate pathway/sub-pathway and new State Course Code for the local CTE course.

Who Should Attend: This workshop is intended for district and school-level staff at the LEA that have a knowledge of local CTE course content and sequences as well as those individuals that are responsible for creating these courses in the master schedule.

How to Register: Please see each specific date below for registration information. Space in each session is limited.

Available Dates:

Tuesday, June 13, 2017 – 9:00 a.m. – 12:00 p.m.

Sacramento County Office of Education

Conference Center – Rooms X and Z

3661 Whitehead St, Mather, CA 95655

Register online at: https://goo.gl/forms/Z9rZ2gcysaFzhMMt1

Contact: Raelynn Sharp -

Wednesday, June 14. 2017 – 1:00 p.m. – 4:00 p.m.

Shasta County Office of Education

Professional Development Center

2985 Innsbruck Dr., Redding, CA 96003

Register online at: https://www.eventbrite.com/e/calpads-training-tickets-34579220379

Contact information: Kimberly Ann Greene:

Thursday, June 15, 2017 – 10:00 a.m. – 1:00 p.m.

Center for Advanced Research and Technology (CART) Clovis

2555 Clovis Ave, Clovis, CA 93612

Register online at http://fresno.k12oms.org/128-132500

Contact: Valerie Vuicich -

Thursday, June 22, 2017 – 10:00 a.m. – 2:00 p.m.

Sonoma County Office of Education

5340 Skylane Blvd, Santa Rosa, CA 95403

Register online at: http://www.scoe.org/pub/htdocs/class.html?class_id=6962

Contact: Robin Horwinski -

Friday, June 23, 2017 – 9:00 a.m. – 12:00 p.m.

Santa Clara County Office of Education

1290 Ridder Park Drive, San Jose, CA

Register online at: http://santaclara.k12oms.org/207-132577

Contact: Sujatha Ranganathan - , Sandra Fakaosi – , or Kevran Day –

Friday, June 23, 2017 – 1:00 p.m. – 4:00 p.m.

Alameda County Office of Education

313 W. Winton, Hayward, CA

Register online at: https://www.eventbrite.com/e/mapping-local-cte-courses-to-calpads-state-course-codes-hands-on-workshop-tickets-34694762970

Contact: Paula Carmosino –

Monday, June 26, 2017 – 10:00 a.m. – 1:00 p.m.

Escondido Union High School District,

Board Room,

302 N. Midway Drive

Escondido, CA 92027

Register online at: https://sbcss.k12oms.org/43-132083

Contact: Kit Alvarez -

Tuesday, June 27, 2017 – 1:00 p.m. – 4:00 p.m.

Orange County Department of Education

200 Kalmus Drive

Costa Mesa, CA 92626

Room D1001-2-3

Register online at: http://ocde.k12oms.org/1247-132207

Contact: Meghan Gharib -

Wednesday, June 28, 2017 – 10:00 a.m. – 1:00 p.m.

Omni Rancho Las Palmas Resort and Spa

41000 Bob Hope Dr, Rancho Mirage, CA 92270

Register online at: https://sbcss.k12oms.org/43-132073

Contact: Kit Alvarez -

Thursday, June 29, 2017 – 8:30 a.m. – 12:00 p.m.

Los Angeles County Office of Education, Conference Center

9300 Imperial Hwy, Downey, CA 90242

Register online at: https://asm.lacoe.edu/asm/registration.pl?run_mode=create&workshop=79

Contact: Rosa Valdez -

If you have specific questions on a training, contact the site coordinator (listed above). For general questions, please contact Carolyn Zachry in the Career Technical Education Administration and Management Office (), Michelle McIntosh in the Career Technical Education Leadership and Instructional Support Office (), or Brandi Jauregui in the CALPADS/CBEDS/CDS Operations Office ().

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REVIEW AND CERTIFICATION OF SPECIAL EDUCATION DISCIPLINE DATA IN THE CALIFORNIA LONGITUDINAL PUPIL ACHIEVEMENT DATA SYSTEM

(Editor's Note:  From an email from the CASEMIS listserv from earlier this week -Thanks Rose!)


Dear County and District Superintendents and Charter School Administrators:

REVIEW AND CERTIFICATION OF SPECIAL EDUCATION DISCIPLINE DATA IN THE CALIFORNIA LONGITUDINAL PUPIL ACHIEVEMENT DATA SYSTEM

In the spring of 2015, the California Department of Education (CDE) began a process to align data collection processes for students with disabilities in California. This process ensures student data are accurate for the purposes of both monitoring and accountability, as outlined in the Individuals with Disabilities Education Act (IDEA) and the Every Student Succeeds Act (ESSA). In 2015–16, the collection of discipline (suspension and expulsion) data for students with disabilities was transitioned from Table C of the California Special Education Management Information System (CASEMIS) into the California Longitudinal Pupil Achievement Data System (CALPADS) End-of-Year (EOY) 3 data submission (see the CALPADS Calendar at http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp for more information about the EOY 3 submission).

The process for submitting data for the CALPADS EOY 3 submission requires certification by a superintendent-level staff person (or designee) for each local educational agency (LEA) or independently reporting charter (IRC) school. Under state law (California Education Code [EC] 56601) all data for students with disabilities are reported by the Special Education Local Plan Area (SELPA). To meet this requirement, the discipline data for students with disabilities, once submitted in CASEMIS, now submitted in CALPADS, must be reviewed and certified by the SELPA. Because the CALPADS reports do not currently aggregate data by SELPA, SELPAs must work with LEAs to validate data in CALPADS are accurate.

In order to ensure discipline data for students with disabilities undergo a comprehensive review by SELPA staff prior to certification, it is necessary for LEAs, IRCs, and their associated SELPAs to develop a local discipline data review process to review and certify the following reports in CALPADS for the EOY 3 data submission:

 7.1 - Discipline Incidents – Count by Most Severe Offense

 7.3 - Discipline Actions – Count

 7.4 - Discipline Actions – Count by Offense

 7.6 - Discipline Actions – Persistently Dangerous Offense Expulsions

 *7.7 - Discipline Removals for Students with Disabilities – Count

 *7.8 - Unilateral Removals for Students with Disabilities – Count

 *7.9 - Discipline Removals for Students with Disabilities – Student List

*These reports only contain discipline data for students with disabilities. All other reports contain discipline data for all students (including students with disabilities). May 15, 2017 Page 2

The Special Education and Educational Data Management Divisions strongly encourage Superintendents and Charter School Administrators to authorize their CALPADS LEA Administrators to provide access to these certification reports (and associated supporting reports) to the SELPA-level staff for review through one of the following methods (in order by best practices):

1. Provide SELPA-level staff with a CALPADS LEA-level account. When creating the account, the account should be assigned the following role through the User Security screen:

o Reports>Discipline

2. Provide electronic copies of certification reports through a secure file transfer protocol (SFTP). Email is not recommended unless the LEA has a data encryption process; or

3. Provide paper copies of certification reports (only to the individuals specifically authorized to review and certify them). This is the least preferred method.

Once access has been provided, LEAs and SELPAs should develop a data review process including roles and responsibilities for special education, CALPADS, and administrators, as well as, a timeline including critical deadlines.

LEAs can start reviewing these reports beginning May 15, 2017; with the initial deadline to certify reports in CALPADS July 31, 2017. There is a brief window to amend data before the final certification date of August 11, 2017. We recognize many of your staff will be on summer break so it is critical LEAs and SELPAs begin developing this process now.

For additional questions or comments, please contact Shiyloh Duncan-Becerril, Education Administrator I, Special Education Division, by email at or Karen Almquist, Education Administrator I, CALPADS/CBEDS/CDS Operations Office, by email at . 

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CALPADS System Documentation: Updates!

Coinciding with the May 9, 2017 CALPADS release, the following documents have been updated and are posted on the CDE CALPADS Web page at http://www.cde.ca.gov/calpads, under the System Documentation 

        • CALPADS File Specifications (v8.6) 
        • CALPADS User Manual (v8.5) 
        • CALPADS Error List (v8.9) 
        • CALPADS SSID and Enrollment Procedures (v8.6)
        • CALPADS Data Guide (v8.6) 


CALPADS File Specifications v8.6 

CALPADS Code Sets (v8.6) 

The CALPADS Code Sets document is provided in Microsoft Excel format and contains the current code values referenced in the CALPADS File Specifications (CFS) for the coded value data elements. The Code Sets document includes the Code Set Name, Coded Value, Name, and Description for each code value in the table. 

CALPADS File Specifications (v8.6) 

The CALPADS File Specifications (CFS) document includes an overview of the CALPADS file formats, an overview of the CALPADS data submission windows, a description of the document conventions, and a detailed outline of all CALPADS file formats. 

CALPADS File Specifications (Forms) (v8.6) 

The CALPADS File Specifications (CFS) Forms document contains the CFS file formats. This document is provided in Microsoft Excel format. CALPADS Extract Specifications (v8.6) The CALPADS Extract Specifications document is intended to assist local educational agency (LEA) staff in understanding the extract specifications of each of the California Longitudinal Pupil Achievement Data System (CALPADS) extracts. The following extract types are described in detail: ODS, SSID, Candidate List, Replacement SSID, Rejected Records, Direct Certification, Suspense Resolution, and Assessment Results. 

CALPADS Valid Code Combinations (v8.6) 

The CALPADS Valid Code Combinations document is in Microsoft Excel format and defines the valid combinations between two or more code sets. 

CALPADS User Manual (v8.5) 

The CALPADS User Manual (v8.5) is located on the CDE CALPADS Web page under the System Documentation link. This document includes detailed information regarding how to use CALPADS, how to submit data, and how the system works. This document is also available within CALPADS under the Help menu. 

CALPADS Error List (v8.9) 

The CALPADS Error List (v8.9) is located on the CDE CALPADS Web page under the System Documentation link. This document provides a comprehensive list of errors for the SSID Enrollment (SENR), Student Information (SINF), Student Program (SPRG), Student English Language Acquisition (SELA), Student Discipline (SDIS), Student Waivers (SWAV), Staff Demographics (SDEM), Staff Assignment (SASS), Course Section (CRSE/CRSC), Student Course Section (SCSE/SCSC), Student Career Technical Education (SCTE) files, Multiple Identifier (MID) Errors, in addition to certification errors (Fall 1, Fall 2, End-of-Year [EOY] 1, EOY 2, EOY 3, and EOY 4) and Miscellaneous errors. Included in each list is the Error #, Error Name, Error Description, Level of Severity, Fields Validated, and Suggested Resolution as part of each error. A Release History section is included within this document to assist in locating the revisions in the current and prior releases. 

CALPADS SSID and Enrollment Procedures (v8.6) 

The CALPADS SSID and Enrollment Procedures (v8.6) is located on the CDE CALPADS Web page under the System Documentation link. The purpose of this document is to provide LEAs with direction and guidance on data submission practices and business rules for submitting, updating, and maintaining high quality data in the CALPADS. The CALPADS SSID and Enrollment Procedures reflects CALPADS as currently operating and will be updated as necessary to reflect system changes. A Revision History section has been included to help identify revisions to future releases. 

CALPADS Data Guide (v8.6) 

The CALPADS Data Guide (v8.6) is located on the CDE CALPADS Web page under the System Documentation link. The purpose of this guide is to prepare local educational agency staff – staff who are responsible for data that are collected and maintained in local systems, such as student information, food service, special education, and human resources systems – for submission of required CALPADS data. The CALPADS Data Guide is structured to meet the needs of different LEA staff, and it is not expected that all staff will need to read the entire document. To support the intent of this guide to accommodate users with different needs, some redundancy of information exists within each chapter, allowing each chapter to stand alone. The CALPADS Data Guide reflects CALPADS as currently operating and will be updated as necessary to reflect system changes. 

These new/updated versions of the CALPADS System Documentation supersede previous versions of these documents.

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Changes to CALPADS SENR file hit May 9th, 2017

From an email sent by CALPADS on May 2, 2017:


Dear LEA Representative, 

The Student Enrollment (SENR) file format will change on May 9, 2017. 

LEAs should complete all SENR transactions by close of business on May 8, 2017. The collection of two new data elements for high school graduates, Golden State Seal Merit Diploma and State Seal of Bi-literacy, will be added to the SENR file type on May 9, 2017. 

All SENR batch jobs in the queue that have not been fully posted will be changed to an "Excluded" status. The LEAs will not be able to take action on the "Excluded" transactions, nor will they be able to download SSID Extracts. LEAs will need to work with their student information system (SIS) vendor to make sure they have the ability to generate the new SENR extract that includes the two new fields in order to continue to obtain SSIDs and update enrollment records in CALPADS.



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CALPADS Fall 2 Deadline Update from CSIS

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

 

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

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

 

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

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

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CALPADS Fall 2 for Beginners!

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Civil Rights Data Collection Window for 2017

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

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

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

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

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

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There are 4 CALPADS listservs (who knew!)

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

"CALPADS" listservs Intended Audience Access Instructions 

1.  "CSIS-LS"

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

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

2.  "CALPADS-LEA"

Only official information

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

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

3.  "CALPADS-SIS-VENDORS"

Only official information

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

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

4.  "CASEMIS-TO-CALPADS"

Only official information

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

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

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Aeries Data Entry Guide (2015)

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

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

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Guidance on CASEMIS Data Transition

 

October 25, 2016

Dear County and District Superintendents and Charter School Administrators:

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

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

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

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

 

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

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Cooking with CALPADS: Fun with Extracts

There are 9 types of CALPADS Extract files:

cooking_calpads_300.png

1.  ODS Extracts

2.  SSID Extract

3.  Candidate List Extract

4.  Replacement SSID Extract

5.   Rejected Records Extract

6.  Direct Certification Extract

7.  Assessment - Student Results Extract New!

8.  Assessment - Individual Student Results Extract New!

9.  Suspense Resolution Records

 

 

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

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

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

ODS Extract Record Type Codes

#

Record Type

Input Record Type Code

ODS Extract Record Type Code

1

SSID Enrollment

SENR

SENR-R

Student Information

SINF

SINF-R

3

Student English Language Acquisition

SELA

SELA-R

4

Student Program

SPRG

SPRG-R

5

Student Discipline

SDIS

SDIS-R

6

Student Waivers

SWAV

SWAV-R

7

Staff Demographics

SDEM

SDEM-R

8

Staff Assignment

SASS

SASS-R

9

Course Section Enrollment

CRSE

CRSE-R

10

Course Section Completion

CRSC

CRSC-R

11

Student Course Section Enrollment

SCSE

SCSE-R

12

Student Course Section Completion

SCSC

SCSC-R

13

Student Career Technical Education

SCTE

SCTE-R


 

Type #2 - "SSID extract"

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

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

SSID Extract Record Layout

#

CALPADS File Element

Field Type

Max Length

Business Rule

Reporting LEA

CS

7

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

School of Attendance

CS

7

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

SSID

CS

10

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

Local Student ID

CS

16

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

Student Legal Last Name

CS

50

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

Student Legal First Name

CS

30

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

Student Legal Middle Name

CS

30

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

Gender Code

CS

1

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

Student Birth Date

DT

8

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

10 

Enrollment Start Date

DT

8

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

11 

Grade Level Code

CS

2

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

12 

English Language Acquisition  Status Code

CS

4

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

13 

English Language Acquisition Status Start Date

DT

8

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

14 

Primary Language

CS

2

The most recent value from SELA table in ODS.

15 

Date SSID Created

DT

8

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

 

 


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

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

Candidate List Extract Record Layout

#

CALPADS File Element

Field Type

Max Length

Business Rule

Record Type Code

CS

4

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

Request ID

CS

36

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

May not be blank.

Job ID

CS

36

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

Request Record Type

CS

20

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

Select Flag

CS

1

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

Candidate Score

CS

3

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

Student Local ID

CS

16

The Local Identifier of the candidate record or request record.

SSID

CS

10

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

Student Legal Last Name

CS

50

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

10 

Student Legal First Name

CS

30

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

11 

Student Legal Middle Name

CS

30

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

12 

Student Legal Name Suffix

CS

10

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

13 

Student Alias First Name

CS

30

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

14 

Student Alias Middle Name

CS

30

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

15 

Student Alias Last Name

CS

50

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

16 

Student Birth Date

DT

8

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

17 

Student Gender Code

CS

1

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

18 

Student Birth Country Code

CS

2

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

19 

Student Birth State Province Code

CS

6

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

20 

Primary Language Code

CS

2

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

21 

Reporting LEA

CS

7

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

22 

School of Attendance

CS

7

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

23 

Enrollment Start Date

DT

8

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

24 

Enrollment Exit Date

DT

8

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

25 

Grade Level Code

CS

2

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

 

SSID Enrollment Candidate List Response

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

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

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

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

Candidate List Response File Content

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

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

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

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

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

Candidate List Response File Content

#

CALPADS File Element

Field Type

Max Length

Business Rule

Record Type Code

CS

4

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

Request ID

CS

36

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

May not be blank.

Job ID

CS

36

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

Request Record Type

CS

20

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

Select Flag

CS

1

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

Candidate Score

CS

3

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

Student Local ID

CS

16

The Local Identifier of the candidate record or request record.

SSID

CS

10

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

Student Legal Last Name

CS

50

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

10 

Student Legal First Name

CS

30

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

11 

Student Legal Middle Name

CS

30

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

12 

Student Legal Name Suffix

CS

10

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

13 

Student Alias First Name

CS

30

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

14 

Student Alias Middle Name

CS

30

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

15 

Student Alias Last Name

CS

50

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

16 

Student Birth Date

DT

8

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

17 

Student Gender Code

CS

1

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

18 

Student Birth Country Code

CS

2

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

19 

Student Birth State Province Code

CS

6

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

20 

Primary Language Code

CS

2

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

21 

Reporting LEA

CS

7

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

22 

School of Attendance

CS

7

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

23 

Enrollment Start Date

DT

8

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

24 

Enrollment Exit Date

DT

8

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

25 

Grade Level Code

CS

2

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

 

 


 

Type #4 - "Replacement SSID extract"

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


 

Type #5 - "Rejected records extract"

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

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

• SENR (SSID Enrollment)

• SINF (Student Information)

• SPRG (Student Program)

• SDIS (Student Discipline)

• SWAV (Student Waivers)

• SDEM (Staff Demographics)

• SASS (Staff Assignment)

• CRSE (Course Section Enrollment)

• CRSC (Course Section Completion)

• SCSE (Student Course Section Enrollment)

• SCSC (Student Course Section Completion)

• SCTE (Student Career Technical Education)

• SELA (Student English Language Acquisition)

Record Layout

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

Rejected Records Extract Record Layout

#

CALPADS File Element

Field Type

Max Length

Business Rule

Error Code

CS

2

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

Error Severity

CS

1

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

Error Description

CS

50

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

Field Name

CS

50

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

Field Value

CS

50

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

 

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

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

•   Transaction Type Code will be blank.

• File Format

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

Record Type

Caret Delimited Fields

SDEM

Record Type Code = “SDEM-E”

Transaction Type Code = Blank

All other fields for record type as defined in the CFS

Error Code

Error Severity

Error Description

Field Value

CRSE

Record Type Code = “CRSE-E”

Transaction Type Code = Blank

All other fields for record type as defined in the CFS

Error Code

Error Severity

Error Description

Field Value

 

 


Type #6 - "Direct Certification extract"

 

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

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

Table 71: Direct Certification Extract Selection Criteria

Field

Default

Clarification

Reporting LEA

Default LEA

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

School of Attendance

All

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

Enrollment Status Code

10 “Primary enrollment”

Selection includes ONLY primary enrollments

Certification Status

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

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

Record Layout

The file will contain the direct certification results for:

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

or

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

Direct Certification Extract Record Layout

#

CALPADS File Element

Field Type

Max Length

Business Rule

1

Academic Year ID

CS

9

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

2

Reporting LEA

CS

7

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

3

School of Attendance

CS

7

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

4

Local Student ID

CS

16

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

5

SSID

CS

10

The SSID for the student. May not be blank.

6

Student Legal First Name

CS

30

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

7

Student Legal Middle Name

CS

30

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

8

Student Legal Last Name

CS

50

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

9

Certification Date

DT

8

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

10

Certification Status

CS

1

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

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

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

 

 


 

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

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

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

Individual Student Assessment Profile Extracts Selection Criteria

Item

Record Type

Selection Criteria

1

Individual Student Assessment Profile

Selection Criteria Options:

• As of Date enrolled students

• Assessment Year (multi select)

• Reporting LEA

• School

• Program

• Test Type/Purpose (Assessment)

• Test Content Area

• Test Name

• Grade

• Gender

• Ethnicity/Race

• English Language Acquisition Status

• Primary Language

• Title III Eligible Immigrant

• Title I Part C Migrant

• Socio-economically Disadvantaged

• Special Education

• Gifted and Talented

• Student SSID

• Local Student ID

 


 

Type #8 - "Assessment - Student Results Extract"

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

Selection Criteria

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

Table 101: Student Results Extracts Selection Criteria

Item

Record Type

Selection Criteria

1

Assessment Student Details

Selection Criteria Options:

• Program

• Administration

• Academic Year

• Reporting LEA

• School

• Performance Level

• Result

• Student SSID

• Local Student ID

 

Record Layout

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

File Transmission

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

 

 


 

Type #9 - "Assessment - Student Results Extract"

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

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

Suspense Resolution Extract Record Layout

#

CALPADS File Element

Field Type

Max Length

Business Rule

Record Type Code

CS

4

A category describing the type of data record produced SUSP

Program

CS

1

The Program to which the suspense record belongs.

May not be blank.

Administration

CS

10

The Program Administration to which the suspense record belongs.

May not be blank.

Administration Date

DT

8

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

May be blank.

Student Local ID

CS

16

The student’s Local Identifier in the suspense record.

May be blank.

SSID

CS

10

The student’s SSID in the suspense record.

May be blank.

Student Legal Last Name

CS

50

The Last Name in the suspense record for the student.

May be blank.

Student Legal First Name

CS

30

The First Name in the suspense record for the student.

May be blank.

Student Legal Middle Name

CS

30

The Middle Name in the suspense record for the student.

May be blank.

10 

Student Birth Date

DT

8

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

May be blank.

11 

Student Gender Code

CS

1

The Gender in the suspense record for the student.

May be blank.

12 

Reporting LEA

CS

7

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

May be blank.

13 

School of Attendance

CS

7

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

May be blank.

14 

Enrollment Start Date

DT

8

Will be blank.

15 

Enrollment Exit Date

DT

8

Will be blank.

16 

Grade Level Code

CS

2

The Grade in the suspense record for the student.

May be blank.

17 

Suspense Resolution

CS

3

Will be blank.

18 

Unique Identification Number

CS

20

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

19 

Suspense Reason

CS

20

Will not be blank.

 

Suspense Resolution Records Response File Content

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

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

Suspense Resolution Records Response File Content

#

CALPADS File Element

Field Type

Max Length

Business Rule

Record Type Code

CS

4

A category describing the type of data record being submitted SUSP

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

Suspense Record ID

CS

36

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

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

Program

CS

1

The Program to which the correction record belongs.

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

Administration Code

CS

10

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

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

Administration Date

DT

8

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

May be blank. Must be same as in Extract.

Student Local ID

CS

16

The Local Identifier of the correction SSID.

May not be blank.

SSID

CS

10

The SSID for the correction record.

May not be blank.

Student Legal Last Name

CS

50

The Legal Last Name of the correction SSID.

May not be blank.

Student Legal First Name

CS

30

The Legal First Name of the correction SSID.

May not be blank.

10 

Student Legal Middle Name

CS

30

The Legal Middle Name of the correction SSID.

May be blank.

11 

Student Birth Date

DT

8

The Birth Date of the correction SSID.

May not be blank.

12 

Student Gender Code

CS

1

The Gender Code of the correction SSID.

May not be blank.

13 

Reporting LEA

CS

7

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

May not be blank.

14 

School of Attendance

CS

7

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

May not be blank.

15 

Enrollment Start Date

DT

8

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

May not be blank.

16 

Enrollment Exit Date

DT

8

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

May be blank.

17 

Grade Level Code

CS

2

The Grade Level Code of the correction SSID enrollment.

May not be blank.

18 

Resolution Code

CS

2

Valid codes:

Match = 10

Not Mine = 20

May not be blank.

19 

Unique Identification Number

CS

20

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

20 

Suspense Reason

CS

20

May not be blank.

 

 

 

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CALPADS Fall 1 Training sessions now open!

Dear LEA Representative,

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

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

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

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

COURSE TITLES:

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

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

 

TRAINING REGISTRATION:

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

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

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

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

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

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

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

  2.  E-mailing <;mailto:v>

Thank you,

CALPADS Team

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CALPADS Fall 1 Training News!

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

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

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

NEW COURSE 

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

NEW STAFF 

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

EXPERIENCED STAFF 

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

SELF-PACED TRAINING 

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

CLASS ENROLLMENT 

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

COURSE TITLES 

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

Guide to CALPADS Documentation 

Essential 1 – CALPADS Data Coordinator Orientation 

Essential 2 – Features, Code Mapping, and User Access 

Essential 3 – SSID Requests, Enrollment and Maintenance 

Essential 4 – SSID Anomalies 

Fall 1 – Reporting and Certification 

Fall 1 Advanced – Reporting and Certification 

 

TRAINING REGISTRATION / VIEWING AVAILABLE COURSES: 

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

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

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

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

CALPADS Training Preparation 

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

Thank you,

FCMAT/CSIS Training Team

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