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This update FLASH covers: CALPADS release EOY functionality, release highlights, EOY priorities & training, and tips on discipline data.

To:            Local Educational Agency (LEA) Representatives

From:       California Department of Education – CALPADS Project Team

Date:        June 8, 2012

Subject:  CALPADS Update FLASH #55

CALPADS Release of End-of-Year Functionality

A CALPADS update is being deployed over the weekend of June 9 - 10, and will be in production on Monday, June 11, 2012. CALPADS will be unavailable from Friday, June 8 at 6 p.m. until Monday, June 11 at 6 a.m. to accommodate this release. The changes included in this release will be specified in a draft of Release Update v1.1.54, which will be available on the Release Updates link on the CALPADS Web page on Friday, June 8, 2012. A listserv message will be sent when the draft release has been posted.

Release Highlights

This release will include End-of-Year (EOY) 2–4 functionality as well as fixes to defects. EOY 1 will be released later in June. The defects fixed and EOY implementation will be documented in the Release Update v1.1.54, as described above.

EOY Priorities

The CDE requests that LEAs first focus on the EOY 2 (program participation) and EOY 3 (student discipline) submissions before moving onto EOY 4 (student waivers), and then EOY 1 (course completion and Career Technical Education) when it becomes available. These submissions have priority because they include data required for federal reporting for which there is no alternative data collection. The EOY certification deadline for all EOY submissions is currently July 25, with an amendment window that closes September 12.

Please Note: The CDE will not send “late” letters to superintendents and charter school administrators of districts or independently reporting charter (IRC) schools that do not certify by the July 25 certification deadline; however, “late” letters will be sent to districts and IRCs that fail to certify by the September 12 amendment window deadline. The CDE recognizes this is the first year for EOY submissions, local resources are constrained, and that in many cases staff may not be available to complete these submissions until late summer. Any communication between the CDE and superintendents and charter school administrators will acknowledge these constraints. The CDE anticipates in future years, the EOY certification window will open at the beginning of May, perhaps earlier, thus giving LEAs more time to work on submitting and certifying EOY data.

EOY Training

All LEAs are strongly encouraged to attend EOY training. The training entails a two-hour session and is being conducted by CSIS. The EOY training schedule and registration can be found on the CSIS External link opens in new window or tab. Web site. Additionally, a new Self-Paced course has been created for EOY and is available on the CSIS Self-Paced Training External link opens in new window or tab. Web page.

Update on Rollout Schedule for Remaining CALPADS Functionality

Tentatively, EOY 1 (Course Completion and Career Technical Education) submission will be rolled out later in June and the Assessments and Accountability (A&A) functionality will be implemented in July 2012.

Helpful Tips for Discipline Data

Federal reporting requirements do not specify a severity-of-offense hierarchy. This is because the severity of an offense may differ depending on the circumstances of the incident. Therefore, is it up to LEAs to determine which offense committed during an incident is the most severe. Currently the CALPADS Data Guide includes a suggested federal severity-of-offense hierarchy to provide LEAs guidance for determining the severity of offenses. The hierarchy, however, does not match well with California Education Code student offenses or CALPADS codes. To assist LEAs, the table below maps California student suspense codes to the suggested hierarchy. Note that not all California student suspense codes map to the offenses in the hierarchy. Most of the offenses that do not map are the lesser offenses and it is up to LEAs to rank their severity.

It should also be noted that:

Best practices for determining the most severe offense within a hierarchy.

LEAs should develop their own severity-of-offense hierarchy, using the federal suggested hierarchy for the more severe offenses as guidance. For each incident, those most familiar with the incident should determine which offense committed within the incident was the most severe, using the LEA’s adopted severity-of-offense hierarchy for guidance, but adjusting for the specific circumstances of the incident.

Suggested Hierarchy Federal Offense Similar CA Education Code Student Offense Description CALPADS Code
Homicide None n/a
Homicide 48915(a)(1) Causing serious physical injury
Homicide 48900(a)(1) Caused, attempted to cause, or threatened to cause physical injury
Homicide 48915(c)(2) Brandishing a knife at another person
Forcible Rape 48915(c)(4),
48900(n) - sexual assault
Committed or attempted to commit a sexual assault as defined in Section 261 of the Penal Code
Forcible Rape 48915(c)(4); 48900(n) Committed or attempted to commit sexual assault as defined in other referenced Penal Code sections
Robbery/extortion 48915(a)(4);
Robbery or extortion; Committed or attempted to commit robbery or extortion
Assault with a deadly weapon None n/a
Battery 48915(a)(5) Assault or battery upon any school employee
Battery 48900(a)(2) Willfully used force or violence on another
Possession of a weapon 48915(a)(2)
Possession of any knife or other dangerous object; Possessing, selling or otherwise furnishing a firearm
Possession of a weapon 48900(b) -except explosive Possessed, sold, or otherwise furnished, or a firearm, knife, or other dangerous object
Sexual offenses (other than forcible rape) 48915(c)(4) - sexual battery Committing or attempting to commit a sexual battery as defined in Section 243.4 of the Penal Code
Sale or furnishing of drugs 48915(c)(3); 48900(d) Selling a controlled substance; Offered, arranged, or negotiated to sell a controlled substance
Possession of drugs for sale 48915(a)(3) Unlawful possession of any controlled substance
Possession/sale of alcohol 48900(c) – alcoholic beverage Unlawfully possessed, used, sold, or otherwise furnished, or been under the influence of an alcoholic beverage
Use of drugs/alcohol 48900(c) – controlled substance Unlawfully possessed, used, sold, or otherwise furnished, or been under the influence of a controlled substance
Possession of paraphernalia 48900(j) Possessed, offered, arranged, or negotiated to sell drug paraphernalia
Destructive/explosive device (bomb threat included) 48915(c)(5) Possession of an explosive
Destructive/explosive device (bomb threat included) 48900(b) - explosive Possessed, sold, or otherwise furnished, an explosive
Questions:   CALPADS/CBEDS/CDS Operations Office | | 916-324-6738
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