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California Department of Education California School Information Services Advisory Group Meeting. April 22, 2014 This presentation may be downloaded from :,- 2014-CDE-and-CSIS-Advisory-Group-Meeting.aspx. Remote Site Reminders.

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California Department of Education California School Information Services Advisory Group Meeting

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Presentation Transcript

California Department of Education

California School Information Services

Advisory Group Meeting

April 22, 2014

This presentation may be downloaded from:,-2014-CDE-and-CSIS-Advisory-Group-Meeting.aspx


Remote Site Reminders

  • Mute outgoing sound until it is your turn to ask questions
  • Sites will be called upon for questions in the following order:


  • Agenda Review
  • CALPADS Update
  • CALPADS Support Update
  • Next Meeting

New Process for Q&A

  • Each site selects top 3 questions for live Q&A
  • After the CAG is finished, the site moderator sends any unanswered questions to
  • CALPADS Support will respond to any questions that include an email address


Jessica Barr, Administrator

CALPADS/CBEDS/CDS Operations Office, CDE

expanding responsibilities
Expanding Responsibilities
  • Fall 1, Fall 2, and End-of-Year Data Collections
  • Student-level demographic data corrections for accountability reporting
  • California Assessment of Student Performance and Progress (CAASPP)
  • Local Control Funding Formula (LCFF)
calpads update


  • 2013–14 EOY Submissions
  • Smarter Balanced Field Test
  • Accountability Update
  • Local Control Funding Formula
  • Changes for 2014–15
2013 14 eoy submissions
2013–14 EOY Submissions
  • EOY submissions dates are:
    • Window Opens: May 12
    • Certification Deadline: July 18
    • No Amendment Window
  • LEAs should prioritize submissions:
    • EOY 2 – Program Participation
    • EOY 3 – Student Discipline
    • EOY 4 – Student Waivers
    • EOY 1 – Course Completion

Smarter Balanced Field Test: CALPADS

  • 3.3 million students
  • ALL 11th grade students
  • TIDE receives nightly extract from CALPADS, determines updates to files
  • Changes made in CALPADS display in TIDE within 48 hours
    • It is critical for LEAs to keep CALPADS up-to-date and accurate

Smarter Balanced Field Test: CALPADS

  • Field Test Statistics as of Day 13:
    • By the end of Day 13 (April 10), about 576,900 students have started testing since the beginning of the Field Test, and of those, about 320,300 have completed testing.
    • Each student takes more than one test. On Day 13, approximately 65,480 tests were started and approximately 80,699 tests were completed, including testing that was started on previous days.
    • Cumulatively through Day 13, California started 1,479,058 tests and completed 1,339,434 tests.
    • The Smarter Balanced system continues to perform well overall. At the peak for Day 13 in California, there were about 22,190 concurrent student users taking the Field Test.

Smarter Balanced Field Test: CALPADS

What is CALPADS sending to TIDE?

  • CALPADS sends all open enrollments with Enrollment Status = 10 or 30, for Grades 3-8, 11, and select schools for Grades 9 and 10
    • Concurrent Enrollments (CCEs) – the record with the most recent enrollment is sent to TIDE
    • Short Term enrollments – need to exit students
  • NOTE: Independently Testing Charters are NOT the same as Independently Reporting Charters in CALPADS. Some charters may be testing differently than how they report to CALPADS.
  • CALPADS LEA Administrators are encouraged to work with the LEA CAASPP Coordinator to gain school level access to and/or confirm data in TIDE is consistent with expectations
smarter balanced field test calpads
Smarter Balanced Field Test: CALPADS

Test registration integration

  • Nightly data extracts from CALPADS
  • Data elements include:

Smarter Balanced Field Test: CALPADS

CDE’s Nightly Extract of student level data from CALPADS ODS and uploads to TIDE

Data Loading Process



Continues through

testing window


CALPADS Operational Data Store



TIDE’s automated process determines any updates, deletes, and adds

LEAs review TIDE, verify data uploaded, and submit designated supports and accommodations to TIDE directly



Smarter Balanced Field Test: CALPADS

Revised assignment of Non Public School (NPS) students

  • NPS School Coordinators and Test Administrators can view only the specific students they are responsible for testing
  • Individual NPS’s listed in the school dropdown menu represent the specific NPS’s serving students in the respective local educational agency
smarter balanced field test calpads1
Smarter Balanced Field Test: CALPADS

Designated Supports and Accommodations

Designated supports and accommodations are NOT collected in CALPADS

Both District Coordinators and School Coordinators are authorized to set designated supports and accommodations for students

Two ways: one-by-one or upload file (using SSID to link)

Must be set prior to the test session

There is a template for uploading both embedded and non-embedded supports/accommodations

Set in system by content area



Smarter Balanced Field Test: CALPADS

Common issues

  • Incorrect enrollment status
  • Update timing
  • NPS missing from LEA list
  • Student listed correctly in CALPADS, not listed in TIDE (found in CP or open enrollment in a different LEA)
  • CAASPP Coordinators NOT talking to CALPADS Administrators prior to calling CalTAC


  • Realignment of State Course Codes with the Common Core work
    • A global issue has been logged to address whether or not the codes need to be modified to align with common core
    • LEAs are advised to map local courses to the most appropriate state codes available for now
accountability update
Accountability Update
  • Reliance on CALPADS student demographic and program data
  • Data pulls and corrections
  • Changes to Academic Performance Index and Adequate Yearly Progress
accountability update1
Accountability Update

Status of the Academic Performance Index (API)

  • At the March State Board of Education (SBE) meeting, the SBE approved the SSPI’s recommendation to not produce API scores in 2013–14 and 2014–15, during the transition to Smarter Balanced.
    • 2013 – Growth API released (the 2013 Base API will not be calculated)
    • 2014 – Growth and Base APIs will not be calculated
    • 2015 – No Growth API will calculated, but a baseline will be established with the Base API using the new CAASPP results
    • 2016 – The first Base to Growth comparison using CAASPP results will be reported
accountability update2
Accountability Update

Status of the Adequate Yearly Progress (AYP)

  • On March 7, 2014 the U.S. Department of Education (ED) approved a waiver submitted by the California Department of Education (CDE), which:
    • Carries over the 2013 AYP determinations for elementary and middle schools to 2014
    • Freezes the Program Improvement (PI) status for elementary and middle schools, so no new schools will be identified for PI in 2014 and schools will not advance or exit from PI
accountability update3
Accountability Update

Status of the Adequate Yearly Progress (AYP)

  • 2014 AYP reports for high schools will continue since grade 10 California High School Exit Exam (CAHSEE) and California Alternate Performance Assessment (CAPA) and graduation rates are used to make AYP determinations
  • SBE voted to eliminate the API as an additional indicator for high schools
local control funding formula
Local Control Funding Formula

Assembly Bill 97 requires county offices of education (COEs) to review and validate certified aggregate English learner, foster youth, and free or reduced-price meal eligible pupil data for districts and charters under its jurisdiction to ensure the data is reported accurately

County/LEA Authorizing Report in CALPADS: Report C/A 1.17 – C/A FRPM/English Learner/Foster Youth Counts



Foster Match Update

CDE successfully matched CALPADS enrollment data with California Department of Social Services (CDSS) foster youth data – over 90% match rate

Data loaded into CALPADS on February 27, 2014

LEAs may view the aggregate counts by school in Report C/A FRPM/English Learner/Foster Youth – Count

The counts will be included in LEAs unduplicated disadvantaged student totals for LCFF supplemental funding

Local Control Funding Formula


local control funding formula1
Local Control Funding Formula

Foster Match Update (continued)

  • Match revealed need to clarify definition of foster under LCFF
  • CDE will provide a clear definition of foster in the next month and communicate to LEAs and county welfare departments
  • CDE currently working on requirements for the weekly match and provision of student level foster data to LEAs
local control funding formula2
Local Control Funding Formula

What Happens Next?

  • Certified CALPADS unduplicated disadvantaged student counts provided to CDE’s fiscal services staff
    • Counts included matched CDSS foster data
    • Counts included students directly certified in December, January, February
  • CDE’s fiscal services staff will make further adjustments based on data reported by county offices (Non Type C students attributed to LEAs)
  • Fiscal Services will post an adjusted file
changes for 2014 15
Changes for 2014–15
  • CALPADS data are critical to funding, accountability, and assessment
    • Unduplicated count of disadvantaged students for LCFF
    • Student enrollment/exit, demographic, and program data used to determine accountability subgroups
    • Student demographic, enrollment, and program data used to register students for Smarter Balanced computer-based assessments
  • High stakes functions necessitate change to further improve data quality and submission processes
  • Changes in effect for 2014–15
changes for 2014 151
Changes for 2014–15
  • Removes a number of data elements from the Student Information (SINF) file format
  • Requires enrollment records to be exited at the end of each school year starting in 2013-14
  • Creates a new file format, the Student English Language Acquisition (SELA) file
changes for 2014 152
Changes for 2014–15
  • Utilizes students’ Grade Level from the Student Enrollment (SENR) record
  • Moves the District of Geographic Residence and Interdistrict Transfer fields to the SENR file format and adds two new interdistrict transfer codes
  • Adds new education program codes and data elements to the Student Program (SPRG) file format
  • ELAS Data Conversion
  • Grade History Data Conversion

CALPADS Support Update

Angela Ratty

Client Services Architect, FCMAT/CSIS

calpads support update
CALPADS Support Update


  • Fall Submission Statistics
  • EOY Submission Strategies
  • New / Revised Functionality
  • Support Tips
upcoming important dates
Upcoming Important Dates

CALPADS Calendar:

*There is no amendment window for EOY for 2013-2014

eoy submission


End of Year

File Types


EOY Submission

Priority #1


Priority #2

  • SWAV


Priority #3

Course Completion

Priority #4

eoy submission1

Complete SIS Data Population

  • 5/30
  • Upload files and correct errors or discrepancies as needed
  • 6/10





EOY Submission

  • Review certification reports, correct errors, and fix discrepancies
  • 6/24



  • Distribute reports for review and approval
  • 7/10

Suggested Milestones



  • Certify (level 1 and level 2)
  • 7/18



eoy submission2
EOY Submission

Posting Process Backlog

May 12

July 11

July 18

Submission Window

eoy submission4
EOY Submission

Submission Strategies

  • Upload Program and Discipline data in May/June
  • Meet and work with local staff
    • Review problems encountered last year to avoid this year
    • Communicate to sites what is needed
    • Determine who will review EOY submission data and identify their summer schedule to ensure EOY data are reviewed and certified before staff leave
    • Set timelines
eoy submission5
EOY Submission

Submission Strategies, Continued

  • Provide reports so staff can address and correct any issues now
  • Attend EOY training in May if needed. The EOY training schedule will be posted by April 28.
  • Attend Q&A Sessions
new revised functionality5
New / Revised Functionality

Program Membership Codes

new revised functionality6
New / Revised Functionality

New File Type: SELA

new revised functionality7
New / Revised Functionality

New File Type: SELA, cont.

new revised functionality8
New / Revised Functionality
  • Miscellaneous Changes
    • Retire LEP definition
    • Display Grade along side enrollment in OM
    • Online edits to historical grades only
    • Various new/modified IVRs and CVRs
    • Program records for exits will be closed
    • Two new ERD types:
      • D: E150 midyear exit – Didn’t re-enroll, same school
      • E: E150 midyear exit – Re-enrolled, different school
new revised functionality9
New / Revised Functionality
  • Prepare for upcoming changes:
    • Attend training
    • Keep data up to date in CALPADS
    • Follow Flash Updates
    • Stay up to date with SIS vendor
    • Work with appropriate staff regarding internal processes that might need to change
    • Become familiar with new Input Validation Rules (IVRs)
support tips

Support Tips

Expedite Support Response Time

Reference Known Issues

Advise site users to contact LEA Admin

Configure Security Questions

Use email or web form

Include Job ID, SSID*, SEID, Error Number

*Do not include personally identifiable information; the SSID is sufficient

support tips1
Support Tips
  • Training Opportunities
      • Basic courses
      • Advanced courses
      • Self-Paced Training Modules
  • Create a CSIS/FCMAT account to register for training
support tips2
Support Tips
  • Resources
    • Release Updates and Known Issues
    • Error List (now available from “Help”)
    • Flash Updates
    • Data Guide
    • Self-Paced Training Modules
    • Glossary (User Guide)
    • FAQs


    • Reminder: Each site selects top 3 questions

Next Meeting

Nancy Sullivan

Chief Operations Officer, FCMAT/CSIS


Next Meeting

October 16, 2014

from 9:30 – 11:30

  • Video Conference from Sacramento
    • Remote locations throughout the state
    • Optional Vendor Meeting at 11:30