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AAV of 2013 CBEDS Training

Accessible Alternate Version (AAV) of the 2013 California Basic Educational Data System (CBEDS) training.

This is an accessible alternate version (AAV) of the CBEDS training. This document provides text translation to the CBEDS training, which is posted as a flash file. The CBEDS training (non-AAV) flash file should be the version selected by most users.

CBEDS Training:
Presented by Mary DeMartin
California Department of Education, Sacramento, CA
September 2013

Table of Contents

Slide 1 – 2013–14 CBEDS Training

Welcome to the California Basic Educational Data System (CBEDS) training. This training is intended for local educational agencies (LEAs) and independently reporting charter schools that are responsible for completing and submitting school and district level CBEDS data to the California Department of Education (CDE) through the CBEDS Online Reporting Application (ORA).

For the purposes of this presentation, an LEA is defined as a school district, county office of education, California Education Authority, State Special School, State Board of Education (SBE) Charter, or Statewide Benefit Charter (SBC).

Slide 2 – CBEDS Contact Information

Contact information for CBEDS related inquiries is displayed here. Please do not hesitate to contact us with questions or suggestions.

All CBEDS instructions, CBEDS ORA information, letters, key dates, and any other important information related to CBEDS are also available on the CBEDS [http://www.cde.ca.gov/ds/dc/cb/index.asp] Web page.

Slide 3 – Agenda

This CBEDS training includes:

Slide 4 – What is CBEDS?

Slide 5 – How Data Are Used

CBEDS data are used by the CDE to produce the following required state and federal reports, as well as to compute funding:

After CBEDS data are certified, data are made available to the general public through the CDE’s Data and Statistics [http://www.cde.ca.gov/ds/] Web page.

Slide 6 – LEA Responsibilities

Every LEA assigns a CBEDS coordinator who is responsible for ensuring that all school and district level CBEDS data for the LEA are collected and submitted to the CDE. CBEDS materials are made available to the CBEDS coordinator from the CDE’s CBEDS Web page. It is the CBEDS coordinator’s responsibility to make sure all the schools receive their materials and train school staff, if necessary. The CBEDS coordinator also collects the data from all the schools in the LEA, including charter schools reporting with the LEA, enters the data into CBEDS-ORA, resolves all errors, and researches and fixes warnings as needed.

When data for all schools have been collected and verified, the CBEDS coordinator then submits the data to the CDE through CBEDS-ORA. The CBEDS coordinator will be our point of contact for any questions we may have with the data.

The CBEDS coordinator is also responsible for reviewing the LEA’s data prior to certification. Data for each school and the district-level summary data should be reviewed by the CBEDS coordinator and other appropriate district and school-level staff to ensure that the data are accurate. If there are changes to be made, the CBEDS coordinator is responsible for submitting these changes to the CDE.

Charter schools may elect to submit data to the CDE independently of their authorizing LEA. Charter schools electing to report independently of their LEA are responsible for submitting, verifying, reviewing, and certifying their CBEDS data by using CBEDS-ORA.

Slide 7 – CBEDS Resources

This slide contains links to resources to assist you with reporting CBEDS data.

Slide 8 – CBEDS-ORA

Slide 9 – Administrative Manual

The CBEDS Administrative Manual is an instruction booklet with sample CBEDS forms that includes information on the following:

The Administrative Manual [http://www.cde.ca.gov/ds/dc/cb/documents/admin13.doc] is available from the Web page listed here.

Slide 10 – List of Expected Schools

The list of expected schools is a list of the schools in your LEA that are expected to submit CBEDS data. It also identifies which schools are independently reporting charters and/or which schools are participating in SIG.

The List of Expected Schools is available through CBEDS-ORA.

It is very important that you review the accuracy of this list prior to submitting your CBEDS data to the CDE, as data submission may be prevented if you do not have data for all the schools on the list. You will also be prevented from submitting data for new schools not appearing on the list, so it is import to resolve any discrepancies with the list prior to reporting your data.

If you find discrepancies with the list, you are asked to work with your LEA’s County-District-School (CDS) coordinator to submit the following types of changes:

In addition, we ask that you contact the CDE directly to notify us of the following types of changes:

Slide 11 – Collecting Data

Slide 12 – Verifying Data

Slide 13 – Submitting Data

Slide 14 – Backing Up Data

Keep a back-up copy for local use on file or disk. This can be done by either printing reports from the CBEDS-ORA or exporting a data file from the application.

Slide 15 – CDE Data Processing and Certification

Slide 16 – Significant Dates

The following are significant dates for CBEDS:

Slide 17 – County/District Information Form (CDIF)

This completes the CBEDS overview portion of this presentation. Now we will cover the steps necessary to complete the CBEDS forms, starting with the County/District Information Form. Please note: Independently reporting charter schools do not complete a CDIF. To skip this portion of the training, click on the Skip to SIF button on the bottom of the screen.

Slide 18 – Classified Staff – CDIF (Section A)

Slide 19 – Classified Staff Counts – CDIF (Lines 1–6)

Slide 20 – Classified Staff FTE – CDIF (Lines 7–9)

Slide 21 – Classified Staff

This slide shows a screen shot of the edit screen for reporting classified staff on the CDIF through CBEDS-ORA. To enter data in this section, click on the “Edit/Update Data Below” button and begin typing the data in the appropriate cells. When you are done, click the “Save” button to save your key entry. Once you save your key entry, row totals will be displayed, so you can use this screen to verify your key entry. If an error was made during key entry (for example, you typed in a letter instead of a number, or a decimal in rows 1–6), when you click the “Save” button, an error message will be displayed and you will need to correct the error prior to being able to save and exit the screen.

Slide 22 – Estimated Number of Teacher Hires – CDIF (Section B)

Slide 23 – Estimated Number of Teacher Hires

This slide shows a screen shot of the edit screen for reporting estimated number of teacher hires on the CDIF through CBEDS-ORA. To enter data in this section, click on the “Edit/Update Data Below” button and begin typing the data in the appropriate cells. When you are done, click the “Save” button to save your key entry. If any errors in your key entry are detected, when you click the “Save” button, an error message will be displayed and you will need to correct the error prior to being able to save and exit the screen.

Slide 24 – High School Graduation Requirements – CDIF (Section C)

This section is only for LEAs that support grades nine through twelve. If you are an elementary LEA and do not serve high school students, you do not need to complete this section, even if your district authorized a charter high school. Independently reporting charter schools that provide high school diplomas are to report their graduation requirements on the School Information Form (section H).

For districts serving high school students, complete this section by reporting the minimum number of units your LEA requires for a high school diploma for the current school year.

Report the number of units required for each of the subject areas.

The total units will be automatically calculated and should reflect the total number of units needed to graduate.

Report specific Math and Science requirements only if the specific courses listed in this section are required by your LEA for graduation.

Report the number of units a one-year course is equivalent to. Typically a one-year course is equivalent to 10 units. For example, if four years and 40 units of English are required for graduation, the number of units in a one-year course would be 10.

Slide 25 – Graduation Requirements

This slide shows a screen shot of the edit screen for reporting high school graduation requirements on the CDIF through CBEDS-ORA. To enter data in this section, click on the “Edit/Update Data Below” button and begin typing the data in the appropriate cells. When you are done, click the “Save” button to save your key entry. If any errors in your key entry are detected, when you click the “Save” button, an error message will be displayed and you will need to correct the error prior to being able to save and exit the screen.

Slide 26 – School Information Form (SIF)

We have completed the CDIF portion of this presentation. Next, we will cover the steps necessary to complete the SIF. As I mentioned earlier, there are over 10,000 public schools in California, and we receive SIF data for every one of them, including charter schools, regardless of their funding model.

Slide 27 – Classified Staff – SIF (Section A)

Slide 28 – Classified Staff Counts– SIF (Lines 1–6)

Slide 29 – Classified Staff FTE– SIF (Lines 7–9)

Slide 30 – Classified Staff

This slide shows a screen shot of the edit screen for reporting classified staff on the SIF through CBEDS-ORA. To enter data in this section, click on the “Edit/Update Data Below” button and begin typing the data in the appropriate cells. When you are done, click the “Save” button to save your key entry. Once you save your key entry, row totals with be displayed, so you can use this screen to verify your key entry. If an error was made during key entry (for example, you typed in a letter instead of a number, or a decimal in rows 1–6), when you click the “Save” button, an error message will be displayed, and you will need to correct the error prior to being able to save and exit the screen.

Slide 31 – Educational Options / Independent Study / Online Education – SIF (Section B)

An “educational option” is a course of study which is different from and is an alternative to conventional or regular instruction.

Slide 32 – Educational Options / Independent Study / Online Education – SIF (Section B)

Slide 33 – Educational Options / Independent Study / Online Education – SIF (Section B)

Slide 34 – Educational Options / Independent Study / Online Education – SIF (Section B)

For Independent Study and Online Education:

Slide 35 – Educational Options

This slide shows a screen shot of the edit screen for reporting educational options enrollment on the SIF through CBEDS-ORA. To enter data in this section, click on the “Edit/Update Data Below” button and begin typing the data in the appropriate cells. When you are done, click the “Save” button to save your key entry. If any errors in your key entry are detected, when you click the “Save” button, an error message will be displayed and you will need to correct the error prior to being able to save and exit the screen.

Slide 36 – Technology – SIF (Section C)

The technology section collects data on the number of instruction-related computers, the number of instructional settings, and the number of classrooms with high-speed Internet connection for each school.

On line 1, when reporting the number of computers used for instruction-related purposes:

On line 2, report the number of instructional settings used for instruction related purposes.

On line 3, when reporting the number of instructional settings that have access to the Internet through at least one computer, keep the following in mind:

Slide 37 – Technology

This slide shows a screen shot of the edit screen for reporting technology data on the SIF through CBEDS-ORA. To enter data in this section, click on the “Edit/Update Data Below” button and begin typing the data in the appropriate cells. When you are done, click the “Save” button to save your key entry. If any errors in your key entry are detected, when you click the “Save” button, an error message will be displayed and you will need to correct the error prior to being able to save and exit the screen.

Slide 38 – Educational Calendar – SIF (Section D)

This section collects data on the type of calendar on which the school operates.

On line 1, indicate the type of educational calendar on which the school operates.

If the school operates under a single-track or multi-track calendar: On line 2, select one of the year-round calendar types.

On line, 3, report the school’s start and end date. The start date should represent the first day of instruction and the end date should represent the last day of school. For schools operating on a multi-track calendar, the start date should represent the first day of school for the earliest calendar, and the end date should represent the last day of school for the latest track.

Slide 39 – Educational Calendar

This slide shows a screen shot of the edit screen for reporting educational calendar data on the SIF through CBEDS-ORA. To enter data in this section, click on the “Edit/Update Data Below” button and begin typing the data in the appropriate cells. When you are done, click the “Save” button to save your key entry. If any errors in your key entry are detected, when you click the “Save” button, an error message will be displayed and you will need to correct the error prior to being able to save and exit the screen.

Slide 40 – Parental Exception Waivers – SIF (Section E)

Slide 41 – Parental Exception Waiver from English-Language Classrooms

This slide shows a screen shot of the edit screen for reporting parental exception waiver data on the SIF through CBEDS-ORA. To enter data in this section, click on the “Edit/Update Data Below” button and begin typing the data in the appropriate cells. When you are done, click the “Save” button to save your key entry. If any errors in your key entry are detected, when you click the “Save” button, an error message will be displayed and you will need to correct the error prior to being able to save and exit the screen.

Slide 42 – Bilingual Paraprofessionals – SIF (Section F)

In this section, report, by language, the number of bilingual paraprofessionals (aides) who provide primary language support to English learners (ELs) in the EL’s primary language.

Slide 43 – Bilingual Paraprofessionals

This slide shows a screen shot of the edit screen for reporting bilingual paraprofessionals on the SIF through CBEDS-ORA. To enter data in this section, click on the “Add Language” button. On the next screen, select a language from the drop-down menu and enter the count of bilingual paraprofessionals for that language, and press the “Save” button.  Repeat this process for each language.

Slide 44 – Truancy – SIF (Section M)

Slide 45 – Truancy

This slide shows a screen shot of the edit screen for reporting truancy data on the SIF through CBEDS-ORA. To enter data in this section, click on the “Edit/Update Data Below” button and begin typing the data in the appropriate cells. When you are done, click the “Save” button to save your key entry. If any errors in your key entry are detected, when you click the “Save” button, an error message will be displayed and you will need to correct the error prior to being able to save and exit the screen.

Slide 46 – Supplemental School Information Form (SIF)

This completes the reporting of SIF data for most schools. However, if your school is an independently reporting charter school, or a school participating in the School Improvement Grant (SIG), you are required to report additional data on the Supplemental School Information Form. Independently reporting charter schools are to report Estimated Teacher Hires and High School Graduation Requirements on the Supplemental SIF in sections G and H. Schools participating in SIG are to report Increased Learning Time, School Year Minutes, Advanced Coursework/Dual Class Enrollment, and Attendance Rate data on the Supplemental SIF in sections I through L.

Slide 47 – Additional Reporting Requirements for Independently Reporting Charter Schools (Sections G and H)

As we just mentioned, independently reporting charter schools are to report Estimated Teacher Hires and High School Graduation Requirements on the Supplemental SIF in sections G and H. The reporting requirements for these sections are similar to those reported by the district on the County/District Information Form in sections B and C. Please refer to the CDIF slides 22 through 25 for details on reporting these data.

Slide 48 – Increased Learning Time – SIF (Section I)

The next four sections of the SIF, sections I through L, apply only to School Improvement Grant (SIG) participants.

Slide 49 – Increased Learning Time

This slide shows a screen shot of the edit screen for reporting increased learning time on the SIF through CBEDS-ORA. To enter data in this section, click on the “Edit/Update Data Below” button and begin typing the data in the appropriate cells. When you are done, click the “Save” button to save your key entry. If any errors in your key entry are detected, when you click the “Save” button, an error message will be displayed and you will need to correct the error prior to being able to save and exit the screen.

Slide 50 – School Year Minutes – SIF (Section J)

Slide 51 – School Year Minutes (Continued)

If the school has a different number of required minutes for different grade levels, calculate and report the average minutes. For example, if you have 230 students enrolled in kindergarten through second grade for a total of 54,500 minutes, and 150 students enrolled in grades three through five for a total of 56,000 minutes, and 90 students enrolled in grade six for a total of 56,250 minutes, the average would be calculated by multiplying the enrollment by the minutes for each grade range and adding the results for all grades, then dividing by the sum of the enrollment for all grades, as shown on the slide. In the example shown, the average would be 55,314 minutes.

Slide 52 – School Year Minutes

This slide shows a screen shot of the edit screen for reporting school year minutes on the SIF through CBEDS-ORA. To enter data in this section, click on the “Edit/Update Data Below” button and begin typing the data in the appropriate cells. When you are done, click the “Save” button to save your key entry. If any errors in your key entry are detected, when you click the “Save” button, an error message will be displayed and you will need to correct the error prior to being able to save and exit the screen.

Slide 53 – Advanced Coursework/Dual Class Enrollment – SIF (Section K)

Slide 54 – Advanced Coursework/Dual Class Enrollment

This slide shows a screen shot of the edit screen for reporting advanced coursework and dual class enrollment on the SIF through CBEDS-ORA. To enter data in this section, click on the “Edit/Update Data Below” button and begin typing the data in the appropriate cells. When you are done, click the “Save” button to save your key entry. If any errors in your key entry are detected, when you click the “Save” button, an error message will be displayed and you will need to correct the error prior to being able to save and exit the screen.

Slide 55 – Attendance Rates – SIF (Section L)

In this section, report the student and teacher attendance rates.

Slide 56 – Attendance Rates

This slide shows a screen shot of the edit screen for reporting attendance rates on the SIF through CBEDS-ORA. To enter data in this section, click on the “Edit/Update Data Below” button and begin typing the data in the appropriate cells. When you are done, click the “Save” button to save your key entry. If any errors in your key entry are detected, when you click the “Save” button, an error message will be displayed and you will need to correct the error prior to being able to save and exit the screen.

Slide 57 – CDIF Changes

This slide summarizes the changes to the CDIF, from last year to this year.

Slide 58 – SIF Changes

This slide summarizes the changes to the SIF, from last year to this year.

Questions:   CALPADS/CBEDS/CDS Operations Office | cbeds@cde.ca.gov | 916-324-6738
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