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CALPADS Update FLASH #128

Topics include: EOY submission; purging of Former Foster Youth report; direct cert. counts during July and August; primary disability field; EOY 3 validations and reports; DataQuest listserv.

To:            Local Educational Agency Representatives

From:       California Department of Education – CALPADS Team

Date:        June 26, 2017

SubjectCALPADS Update FLASH #128


END-OF-YEAR SUBMISSION WINDOW REMINDER AND TIPS

The 2016–17 End-of-Year (EOY) initial submission deadline is Monday, July 31, 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). Please review certification reports carefully, since there are very few fatal certification errors to check regarding whether data are complete.

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.
  • Now – 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.
PURGING OF FORMER FOSTER YOUTH REPORT

Per an agreement with the California Department of Social Services (CDSS), report 5.9 - Former Foster Youth – Student List only counts students who stopped being a foster youth in the current academic year. The Former Foster Youth report does not span academic years.As a reminder, after the weekly upload on July 7, 2017 the report will be refreshed to reflect students changing foster status in the 2017–18 academic year. The report will start afresh for the 2017–18 academic year and will include students who are reported to the California Department of Education (CDE) as no longer meeting the LocalControl Funding Formula (LCFF) definition of foster youth.

PREPARING FOR DIRECT CERTIFICATION COUNTS DURING JULY AND AUGUST

LEAs should download the Direct Certification results prior to July 3, 2017 if they have a need to track the students who had a Direct Certification flag in 2016–17. Also note: As LEAs exit their students at the end of the academic year in CALPADS, LEAs should remember that students that are exited with a Student Exit Reason Code of anything other than an E155 – Year End Enrollment Exit will not be sent over for direct certification matching until subsequent enrollment records for the new academic year are received in CALPADS. This means that your direct certification counts could be significantly lower than expected until subsequent enrollments are submitted to CALPADS. This will most significantly affect any schools serving grades K–6 that choose to exit their students with Student Exit Reason Code E450 – Pre-K–6 Exit, because these students are not sent over for direct certification matching; only students with a Student Exit Reason Code of E155 continue to be sent over for matching since it is expected that they will return. It is recommended that all enrollments for the new academic year be submitted to CALPADS prior to August 1, 2017 so that these students can be matched for the August direct certification extract.

REVISED GUIDANCE FOR UPDATING PRIMARY DISABILITY

The Primary Disability field must be populated for students eligible for Special Education. If a student’s primary disability changes, a new program record should be submitted, but the Start Date should remain the original start date from the previous special education program record. LEAs should no longer close program records and submit a new one with a new start date to represent changes in a student’s primary disability. Not only does this compromise the initial start date, but it also implies a program exit. Currently, it is not important to capture changes in primary disability in CALPADS, but rather to capture the student’s most current primary disability. When the California Special Education Management Information System (CASEMIS) data collection is transitioned fully into CALPADS, the system will be modified to track changes in primary disability longitudinally.

COMMON ISSUES WITH EOY 3 VALIDATIONS AND REPORTS
Understanding CERT129

The CERT129 error commonly triggers on students who recently enrolled in April and May who have no exit date populated yet. The Total Enrollment days are calculated from the enrollment record in CALPADS. If the enrollment exit date has not been populated as of the Student Absence Summary (STAS) file submission, CALPADS will use May 15th as the default exit date when computing the Total Enrollment days. If the exit date is populated and the CERT129 is triggered, then it is likely a legitimate error.

Report 1.21 Census Day Enrollment Counts not Accurate

The Certified Census Day column on snapshot report 1.21 does not match snapshot 1.1 primary enrollments counts for many LEAs. This is a known issue that is unlikely to be resolved before the EOY deadline. This column is informational only and can be ignored. Your official Census Day count comes from report 1.1.

CERT 125 AND CERT 127 WILL CHANGE TO A WARNING

CERT 125 and CERT 127, which trigger when a STAS record is reported with an
In-School or Out-of-School Suspension absence and there is no discipline incident in CALPADS with a corresponding suspension, are being changed from fatal to a warning. It is anticipated that this change will be implemented in early July if not sooner. This change is being made to accommodate scenarios when a STAS record reporting an
In-School or Out-of-School Suspension has no matching disciplinary incident. A solution that accommodates these scenarios is being evaluated by the CALPADS Team for potential implementation next year.

ADDITIONAL CTE WORKSHOP ADDED

Due to high demand, the CDE is offering an additional Career Technical Education (CTE) Course Mapping workshop in July:

Friday, July 14, 2017
Alameda County Office of Education
313 W. Winton Avenue
Hayward, CA 94544
10:00 a.m. – 1:00 p.m.
Contact: Paula Carmosino – PaulaC@acoe.org

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 who are responsible for creating these courses in the master schedule (i.e., District Administrator, Site Administrator, CTE Coordinator, CTE Lead Teacher, Counselor, and District Staff).

Registration for this workshop is available online at the following link:

https://www.eventbrite.com/e/mapping-local-cte-courses-to-calpads-state-course-codes-hands-on-workshop-tickets-35636693309?aff=utm_source%3Deb_email%26utm_medium%3Demail%26utm_campaign%3Dnew_event_email&utm_term=eventurl_text

NEW DATAQUEST LISTSERV

A new DataQuest listserv is being established to provide one-way communication to subscribers about DataQuest updates, including new data releases (e.g., reports and downloadable files), new report options and functionality, data release schedules, reporting documentation, and periodic data analysis summary, overview, and findings. Information about how to subscribe to this listserv is available on the CDE DataQuest Listserv Web page at http://www.cde.ca.gov/ds/sd/cb/dqlistserv.asp.

Questions:  

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

Last Reviewed: Monday, June 26, 2017
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