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CALPADS Update Letter 10-5-09

Letter Head: Jack O'Connell, State Superintendent of Public Instruction, California Department of Education

October 5, 2009

Dear Local Educational Agency Administrators and CALPADS Coordinators:


As you are well aware, the California Longitudinal Pupil Achievement Data System (CALPADS) continues to roll out with major new functionality available as of October 5, 2009. This new functionality allows local educational agencies (LEAs) to acquire and maintain Statewide Student Identifiers (SSIDs) and submit and certify Fall 1 data, which includes official 2009–10 enrollment counts and dropout and graduate counts from the previous year. This new functionality is critical to our ability to calculate more accurate dropout and graduate counts and to track student enrollment longitudinally.

While CALPADS “went live” on August 31, 2009, the amount of functionality was limited. The activation of the SSIDs and Fall 1 functionality in CALPADS is significant and represents the first major set of functionalities that will be rolled out this year. I am pleased to report that the system is stable, and no significant defects remain. However, please be aware that there are a number of minor and cosmetic issues of which we are working to address. Enclosed is a summary of the key known issues. To avoid unnecessary calls to the CALPADS Service Desk or duplicative reporting of defects, please review the known issues list so that you are generally aware of this matter. We of course want you to report any new defects that you find and if you are not sure whether it has already been identified, please err on the side of reporting it to us.

I recognize that your districts are facing severe budget constraints and are more than likely understaffed. I have written a letter to all county and district superintendents and charter school administrators asking them to recognize and support your efforts. I know that one of the first important tasks you will undertake is to review and reconcile the data that was converted from the California School Information Services (CSIS) system into CALPADS with the data in your local student information system. Please refer to the memo sent out last week on how to approach this task. This is an important activity that can be complex, and I encourage you to work with your Student Information System vendor. The CALPADS Project Team, which includes CSIS staff, is also ready to assist in this transition. It is also critical that you participate in the CALPADS training modules. The majority of training is being offered via WebEx, which we hope makes training accessible and convenient.

As functionality is added to CALPADS throughout this year, the system will become more and more valuable to your LEA as well as the state. CALPADS, however, will be most effective if all LEAs populate the system with quality data on an ongoing basis. If each LEA does its part, the system becomes more valuable for everyone. This is particularly true for student enrollment data, as updating CALPADS with student enrollments and exits will help identify students falling through the cracks.

Finally, I want to thank all of you for your hard work and commitment to this effort. I especially want to thank those LEA staff that participated in the Phase 1 User Acceptance Testing (UAT), with special kudos to those who turned in all their test scripts. Your participation was critical to meeting our October 5 roll-out deadline. I recognize that more challenges lie ahead and that none of this is easy. The amount of functionality that is being rolled out this year is extremely ambitious. In other states, such functionality has been implemented over the course of several years. We, however, cannot afford to take our time in providing a comprehensive longitudinal data system for our state. Such a system is key to our continued efforts to raise student achievement and close the achievement gap.

As with any transition, we fully expect there to be challenges and bumps along the road throughout this first year. I therefore continue to ask for your patience, persistence, and commitment. By working together, I am confident that when fully implemented, CALPADS will be a valuable tool that will benefit our work to improve student achievement.

If you have any questions regarding the CALPADS system or implementation process, please feel free to e-mail the CALPADS Project Team at







Area Path Title Description
Anomalies - MIDs Cancel button on Other MID Resolution page does NOT navigate user back to the MID Resolution screen SSID Enrollment > SSID Anomaly Reports > Manage Multiple Identifiers (MID) > Resolve MID Not on Report

On theOther MID Resolution screen, when user selects the Cancel button, the MID Resolution screen is NOT displayed, instead the user remains on Other MID Resolution screen.
Anomalies - MIDs The View All option takes too long to load for large LEAs on the MID Resolution screen SSID Enrollment > Anomaly Reports > MID Resolution

For large LEAs (e.g. San Diego Unified), the View All radio button takes about 15 minutes to load in order to view ALL MIDs on the same screen.
Browser Screens do not display correctly when using IE8.0 Objects on screens may display misaligned in IE 8.0.
Browser Cannot sign in with multiple accounts in the same browser window Within the same browser session, a user may only be signed in with one account at a time.
General The Entire Page Expand/Collapse button is missing Ability to expand/collapse all records on a screen is missing.
Login Screen On the CALPADS Login screen, "Forgot Password?" link does not become active unless the user selects the checkbox for "I agree to the statement below" The "Forgot Password?" link on the CALPADS Login screen does not become active unless the user selects the checkbox for, "I agree to the statement below".
Reports On the reports pages, system does not automatically log out user after >60 mins of idle time Once a report is produced, no time out message is displayed after the user has idled on the page for greater than 60 minutes on the screen.
Reports ODS reports are slow in processing ODS reports may be slow in processing depending on number of records included in the report.
Reports Difficult to stop a report in the middle of processing If a user attempts to stop a report after starting a report, clicking on "Stop" doesn't work as it hangs up the system with the hour glass displaying.
Reports The LEA name displays as an option in the School dropdown filter for all ODS and SnapShots reports The LEA name displays as an option in the School dropout filter for all reports. For example, if "ABC Unified School District" is selected as the LEA, "ABC Unified" is also listed as one of the schools in the dropdown, which is incorrect.
Reports For all reports, the exported CSV file has junk data in the first row instead of the filter and heading names The first row of the exported CSV file displays the following as the first line and DOES NOT display the filter names and headings of the data:
"textbox166,textbox168,textbox173,textbox7,textbox8, textbox183,textbox184,School_Code, School_Name,textbox65,textbox66,textbox73, textbox74,textbox75,textbox50,textbox60,textbox61, textbox62,textbox63,textbox64,textbox67,textbox26, textbox20,textbox38"
Reports Links in exported Excel Reports are not functional and should be removed The hyperlinks in reports exported into Excel should be removed because they are no longer linked to the CALPADS application to launch the linked reports.
SSID Enrollment - Batch Missing Breadcrumbs on screen SSID/Enrollment > Manage Submissions > Submission Status > File Details > Rejected Records > click View Details button
The screen (record layout) is missing the breadcrumbs at the top of the screen.
SSID Enrollment - Batch Large (>1000 records) file of SSID Requests (all records without the SSID field filled) processes slowly and holds up records waiting to be processed Large SSID request files (SENR files with blank SSID fields) processes slowly and holds up all files in queue. The CALPADS Project Team recommends submitting smaller files at a time or submitting a large file during off-peak hours.
SSID Enrollment - Batch System displays the Disposition Key in the Results section and NO key reference in the Disposition dropdown menu The user is unable to determine the meaning of each Disposition Key because the system displays the Disposition Key on any interface with the field, however, the system does NOT display the key with a Disposition reference name or code in a legend or in a dropdown menu.                                               For example, SSID/Enrollment > Manage Submissions > Submission Status > File Details > Passed Records > SSID Results  The system should either display the Disposition Code in the Results Disposition field or display the Key with the Disposition Name in the dropdown menu.
SSID Enrollment - Online Firefox will not accept microsoft short cut for paste "Cntrl V" Firefox will not accept the microsoft shortcut of "Cntrl V" for paste for the SSID, Birth Date, and Phone Number fields. The CALPADS Project Team recommends, using the mouse to Right Click and "Paste".
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