CALPADS Updates June 2017

1. CALPADS UpdatesJune 2017

2. Contact Information Brandi Jauregui Senior Info. Systems Analyst CALPADS/CBEDS/CDS Operations Office 916-327-7367 Bjauregu@cde.ca.gov

3. Agenda • End-of Year Submission Updates • CTE Issues • Discipline reminders • Absence Summary Issues • Accountability Dashboard and CALPADS Data • Fall 1 and Fall 2 Updates • CASEMIS to CALPADS Updates • ESSA Teacher Data Collection Update • General updates and discussion

4. 2016-17 EOY Reminders and Issues

5. EOY Deadline Extended • August 25, 2017 • There will be NO initial certification • This will be the ONE and ONLY deadline

6. EOY 1 Reminders for CCI • Remember to flag courses in your student information systems as: • Courses taken for college credit • CTE Postsecondary Articulated Courses • “High quality” (Course Content Code 154) • Remember to properly identify students as CTE Pathway Completers • Once you certify there will be NO opportunity to correct in the future

7. Identifing Your “High Quality” CTE Courses Code 154 Code 154 = The 154 course content code is reported at the course level, not the course section level. All courses with the same School of Delivery and CRS-Local Course ID must have identical Course Content Code. • Follows CTE Pathway Standards • Taught by CTE Credentialed Teacher =

8. Current EOY 1 CTE Issues CTE Reports 3.14, 3.15 are improperly counting students. • Fix will be implemented August 1st – new Snapshot Revision will be generated for all LEAs • Known Issue # 4708 • Reports 3.14/3.15 are not properly aligning the student course completions (SCSC) to associated State Course Code to CTE Pathway Code before it determines whether a course should be associated with a specific pathway code. As a result, all CTE courses completed by a student are being co-mingled on reports 3.14/3.15

9. Current EOY 1 Common Errors SCTE records for completer in the AGR and ART Industry Sectors must have a corresponding SCSC record with a CTE Capstone course. • CTE pathway codes 100, 101, 102, 103, 104, 105, 106, 111,112, 113 and 114

10. EOY 3

11. REMINDERS FOR EOY 3 • SELPAs MUST review discipline reports for students with disabilities prior to certification • Establish a local review process • Provide access to CALPADS reports for SELPA • Letter went out to Superintendents in May: http://www.cde.ca.gov/ds/sp/cl/calpadsspeddisc20170517.asp • CSIS can set up accounts for SELPAs to view reports for all districts in the SELPA(request should be made through a service desk ticket)

12. Reports for SELPAs to Review

13. REMINDERS FOR EOY 3 • If “Removals to Interim Alternative Setting” > 1 for an LEA, data could be inaccurate – verify with SELPA • New fatal error when Removal to Interim Alternative Setting has been populated for a student WITHOUT a disability (no 144 program) • Ensure that K-3 students are not being suspended solely for Disruption/Defiance (Code 511) • Verify using Report 7.4 - Discipline Actions - Count by Offense • Exception for “teacher suspensions” for disruption/defiance

14. EOY 3 Common Discipline Errors Student Discipline records must have the duration days reported. The only exception is if the Disciplinary Action Taken code is 300(No Suspension or Expulsion). The Duration Days can only be zero if the Disciplinary Action Modification Category code is 100 (Enforcement Suspended) or 200 (Shortened).

15. EOY 3 Common Discipline Errors • All Student Discipline records with the same Incident ID must share the Most Severe Offense code • The Most severe Offense Must correspond with at least one offense reported for the incident • Single Student Offense Incidents will always have the same Offense code and Most Severe Offense code

16. Student Absence Summary (STAS) Issues

17. Who’s In and Out? • You MUST submit STAS records for: • ALL Students with PRIMARY and SHORT-TERM enrollments • Enrolled between 7/1/2016 and 6/30/2017 • The STAS Exemption Indicator can be “Y” for the following types of students: • Home/Hospital students (majority of instruction) • Students enrolled at NPS schools • Other students for whom attendance is not taken • Students solely taking college courses (no attendance taken) • Students attending on non-ADA days • Students attending from out-of-state or out-of-country for whom ADA is not reported • Warning will be generated. No action required if the student represents a scenario noted above.

18. Current STAS Issues Late Enrollments • Late enrollments (> 3/1/17) with no exit date may trigger CERT129 errors because the Total Enrollment Days is calculated with a proxy end date of 5/15/17 and will be less than the Expected Days reported in Extract Reporting Exempt Students • Students are not automatically exempt, a STAS record must be submitted to exempt a student. Failure to submit a STAS record will result in a CERT128 • Home Hospital students should be exempted if they received home hospital instruction the majority of the enrollment.

19. STAS Certification Validation Errors

20. Current STAS Issues Suspension Attendance • CERT125 or CERT127 will result when In-School and Out-of-School suspension STAS data are reported for a single SDIS record. • SDIS only requires FINAL disciplinary action for the incident, but STAS records absences from ALL disciplinary actions associated with an incident • Incidents reported in previous academic year, but the disciplinary action is taken at the start of the new academic year • In-School Suspension days are counted as attendance NOT absences on STAS reports

21. STAS Certification Validation Errors

22. Common STAS Errors STAS0303 is the most common error. When an exemption is not indicated ALL of the following fields must be populated - Hourly Attendance School Type Indicator - Expected Attendance Days - Days Attended - Days Absent out-of-school suspension - Days in Attendance In-School Suspension - Days Absent Excused Non-Suspension - Days Absent Unexcused Non-Suspension - Incomplete Independent Study Days

23. Common STAS Errors The STAS0318 will trigger when the total count of absences and attendance does not equal the Expected Days. Expected Attendance Days = Days Attended (includes in-school suspension days) + Days Absent Out-of-School Suspension + Days Absent Excused Non-Suspension + Days Absent Unexcused Non-Suspension + Incomplete Independent Study Days

24. Other EOY 3 STAS Issues • Students with Disabilities • Districts of Service should report both enrollment and STAS data for these students, even if the District of Residence claims ADA for the students • These students are NOT exempt from STAS reporting

25. Fall 1 and Fall 2 Updates

26. SSIDs for Students with Disabilities • Special Education Division is now requesting that LEAs obtain SSIDs for preschoolerswith plan type 30 (Pending evaluation) • Do not submit SPRG record until student is determined “eligible for services” • If student is determined to be ineligible, exit student with an N470 (No Show Exit) • LEAs should NOT obtain SSIDs for any K-12 students with plan type 30

27. Change in Teacher Librarian Reporting • NEW Nonclassroom Based or Support Assignment Code added • 6027 - Teacher Librarian (non-instructional) • Plans and coordinates school library programs with the instructional programs of a school district through collaboration with teachers; selects library materials, develops, delivers library staff development. These teachers do not provide instruction to students in either classroom-based or pull-out or push-in settings.

28. Change in Teacher Librarian Reporting • Can only be used with TEACHER job classifications • 12 – Teacher • 26 – Non-certificated Charter School Teacher • 27 – Pull-Out/Push-In/Itinerant Teacher • Does NOT required a course section assignment • Refer to CALPADS Flash #129 for more information

29. New CTE Course Codes for 2017-2018 • Have been updated in the Code Sets and Valid Code Combinations v9.0. • New codes have a new numerical range (7000-8999) • ALL CTE courses must be remapped to the new codes, all 4000-5999 codes are being RETIRED as of 6/30/2017

30. Direct Certification Reminders • Enroll NEW and INCOMING TRANSFER students to ensure they are directly certified as early as possible • All LEAs are now receiving students certified for free AND reduced price meals through Medi-Cal

31. Direct Certification Reminders • Some siblings have differing statuses (one M, S, or T and one R) • All siblings within the same household can be certified free in the POS if at least ONE of them has been directly certified as free • Direct certification status in CALPADS will not change

32. ACCOUNTABILITY DASHBOARD AND CALPADS DATA

33. Where do the data come from???

34. November 2017 Dashboard Data Deadlines

35. November 2017 Dashboard Deadlines

36. CASEMIS TO CALPADS (C2C)

37. Transition Timeline

38. CASEMIS TO CALPADS (C2C) • UPDATES • CASEMIS file layouts will be MODIFIED for 2018-19 to mirror names and code values proposed for C2C • In lieu of “pilot” or “beta” test • Draft file layouts and code sets have been distributed to special education system vendors

39. CASEMIS TO CALPADS (C2C) • CASEMIS Roadshows • 14 roadshows will be announced for Fall statewide • Detailed walkthrough of the proposed file specifications for 18-19 • Sign up for the CASEMIS to CALPADS listserv for updates • http://www.cde.ca.gov/ds/sp/cl/listservs.asp

40. ESSA TEACHER REPORTING REQUIREMENTS

41. ESSA Teacher Reporting Requirements • ANNUAL counts of minority and socioeconomically disadvantaged students compared to counts of non-minority, non-socioeconomically disadvantaged students taught by the following: • “Ineffective Teachers” • “Out-of-Field” Teachers • “Inexperienced Teachers”

42. Current DRAFT definitions(to be finalized 9/2017)

43. ESSA Teacher Reporting Requirements • CDE will report the following in 2017-2018 (no additional collection requirements for LEAs) • Teachers with “Emergency or Provisional Credentials” • “Inexperienced Teachers”

44. Additional Questions?

45. Overview for NEW CALPADS Administrators