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CALPADS Update FLASH #54

This update FLASH covers: 2011-12 submissions and functionality, EOY and Assessment & Accountability (A&A) training, EOY submission, and Assessment & Accountability functionality.

To:            Local Educational Agency (LEA) Representatives

From:       California Department of Education – CALPADS Project Team

Date:        April 13, 2012

Subject:  CALPADS Update FLASH #54


Update on 2011–12 CALPADS submissions

The CDE applauds all the hard work and effort by LEAs and independently reporting charter (IRC) schools to submit and certify data for the 2011–12 CALPADS Fall 1, Fall 2, and Spring 1 submissions. Here are the certification numbers by submission:

Again, we appreciate all your hard work in submitting the 2011–12 CALPADS data.

Rollout Schedule for Remaining CALPADS Functionality in 2011–12

Two additional areas of major functionality will be implemented this spring: Assessments and Accountability (A&A) and the End-of-Year (EOY) submissions. The A&A functionality will be implemented in May, 2012 and the EOY functionality will go into production on June 4, 2012.

Since these two pieces of functionality will be rolled out very close to one another, the CDE requests that you focus on EOY submissions before moving onto A&A. LEAs should first focus on EOY because it requires certification and assessments do not. The EOY certification deadline is July 18, with an amendment window that closes August 15. The A&A involves resolving “suspense records” and has a different processing window which is longer than EOY.

End-of-Year (EOY) & Assessments and Accountability (A&A) Training

Training for EOY begins next week and A&A training begins in May. LEAs will be notified through a listserv message when the training schedule is posted and available for registration.

EOY Training: All LEAs are strongly encouraged to attend EOY training so that they can gain an understanding of how to prepare for the EOY submissions and what needs to be done to submit and certify EOY data. The training will be conducted by CSIS and entails a two-hour session. EOY training will only be available for a short time, starting next week and ending in June.

A&A Training: A&A training will begin in May. The first sessions will be conducted by IBM and will be offered first to the LEAs with the largest volume of suspense records. The Service Desk staff will contact you if you are in this category and encourage you to attend A&A training in May. All other LEAs should plan to attend A&A training after they certify their EOY submission. A&A training will be offered every month with a varied number of sessions and CSIS will continue to offer the training until there is no longer a demand. As the posted A&A sessions fill up, new trainings will be added. LEAs should attend an A&A training before using the suspense functionality. The training will help you understand the work that you need to complete to resolve suspense records as well as how you can change local practices to prevent or reduce suspense records in the future. 

EOY Submission and A&A Functionality

EOY Requirements: The data requirements for the EOY submissions have been posted under the System Documentation link on the CALPADS Web page. The CALPADS File Specifications (CFS), and the CALPADS Data Guide provide requirements for the file extracts and data population respectively.

EOY Submissions: All LEAs are required to certify EOY 2 Program Participation and EOY 3 Discipline. Only LEAs providing departmentalized courses in grades 7-12 (excluding alternative education schools) are required to certify EOY 1 Course Completion and Career Technical Education, and only LEAs serving students in grades 10-12 are required to certify EOY 4 Waivers (CAHSEE Waivers and Exemptions). LEAs expected to certify must certify “0” if there are no data to submit. EOY 2 and EOY 3 are particularly important submissions because contingency data collections are not planned for this data which are needed to meet federal reporting requirements. These data were previously collected through the Consolidated Application and will not be collected in the new Consolidated Application Reporting System (CARS).

Assessment and Accountability Functionality: When the A&A functionality is released, student level STAR, CAHSEE, and CELDT assessment data for 2008–09, 2009–10, and 2010–11 will be in the system and available through reports and extracts. The 2011–12 STAR data will be loaded when it becomes available in August 2012, while the CAHSEE and CELDT data will be loaded as they become available. LEAs will have access to new reports that summarize assessment results by administration, with drill downs to student level data. A CAHSEE report will be available that displays CAHSEE results for all currently enrolled students, displaying which sections (English Language Arts and Math) students have or have not passed. Beginning in July 2012, the CELDT data will be updated monthly displaying student results as they are tested throughout the year.

For the 2011–12 assessment data, LEAs will have access to “Suspense Reports” which include those students who took an assessment at your LEA but either have no corresponding enrollment record in CALPADS for the LEA or have demographic data (birth year or gender) on the assessment answer document that does not match the data in CALPADS. CALPADS includes functionality for LEAs to match these records up so that the assessment results are linked to the student. LEAs will not be required to resolve Suspense records for prior years.
 
Questions:   CALPADS/CBEDS/CDS Operations Office | calpads@cde.ca.gov | 916-324-6738
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