To: Local Educational Agency (LEA) Representatives
From: California Department of Education – CALPADS Project Team
Date: August 23, 2012
Subject: CALPADS Update FLASH #59
- Wednesday, August 29, 2012: The EOY 1–4 certification deadline is next Wednesday, August 29, 2012. The CDE has arranged with the State Data Center to allowCALPADS nightly processing (snapshot, anomalies, and ODS reports) to occur this Friday, August 24, 2012. This will giveLEAs an additional snapshot refresh for those who are working on resolving their EOY certification errors. The snapshot data thatLEAs see inCALPADS on Saturday and Sunday will reflect the ODS work completed by 6 p.m. this Friday.
- September 12, 2012: The EOY amendment window immediately follows the certification deadline and will close on September 12, 2012. Extra CALPADS nightly processing has been arranged to occur Friday, September 7, 2012 and Saturday September 8, 2012. This will provide additional snapshot refreshes for LEAs still working on resolving their EOY certification errors.
- September 12, 2102: LEAs that have decertified their 2011–12 CALPADS Fall 1 submission must recertify their Fall 1 submission by September 12, 2012.
The CDE understands that there are EOY related defects that are preventing some LEAs from certifying. An update on the status of these defects will be provided next week.
Use of CALPADS Enrollment Data
Provided below is some specific information about when enrollment and exit data will be used for accountability purposes this year. This information was provided in an August 10 letter to District and County Superintendents and Charter School Administrators from CDE’s Deputy Superintendent, Deborah V.H. Sigman, and is posted on the Communications link on the CDE CALPADS Web page.
The California Department of Education (CDE) uses enrollment and exit data from both the certified snapshot and the CALPADS Operational Data Store (ODS) to calculate the four-year graduation cohort rate used in the federal Annual Yearly Progress (AYP) accountability measure. The CALPADS ODS data were also used to determine which students were continuously enrolled at the school or local educational agency (LEA), and which student test scores were “rolled back” from an alternative education program (AEP) to the original LEA (as defined in the California Code of Regulations, Title 5, Sections 1039.2 and 1039.3) to calculate the 2011 Base Academic Performance Index (API) reported in June 2012.
Why Use CALPADS Data to Determine Continuous Enrollment?
With the full implementation of CALPADS, the CDE is improving the way we collect and use data for assessment and accountability reporting. Previously, the CDE relied upon LEAs to indicate whether a student was continuously enrolled on the Student Answer Document (SAD) for either the STAR Program or the California High School Exit Examination (CAHSEE). The CDE had no way to validate these data and how LEAs determined which students were continuously enrolled varied widely across the state.The CDE believes this new process for determining continuous enrollment will both improve the consistency of the data across the state and lessen the SAD reporting burden. Plans are in place to remove the continuous enrollment data collection from the SADs for both STAR and CAHSEE beginning in the 2012–13 school year.
Use of Enrollment Data in 2012–13 to Determine Continuous Enrollment
The CDE will extract 2011–12 enrollment and exit data from the CALPADS ODS at specific times during 2012–13 for purposes of calculating continuous enrollment for both the 2012 Growth API and tentatively the 2012 Adequate Yearly Progress (AYP) reports.The initial 2012 Growth API and 2012 AYP reports which will be released in October 2012 will be based on the 2011–12 Fall 1 CALPADS enrollment and exit code data. Additional pulls of 2011–12 Fall CALPADS enrollment and exit code data from the CALPADS ODS will occur through February 2013 and the API and AYP reports recalculated based on the updated CALPADS data. Specifically, 2011–12 enrollment and exit data will be pulled from CALPADS ODS on the following dates:
- August 15, 2012
- December 20, 2012
- February 26, 2013
Definition of Continuously Enrolled
Effective May 2, 2012, for a student’s test scores to be included in the school’s or LEA’s API and AYP, California Code of Regulations (CCR), Title 5, Section 1039.2, requires the student to be “continuously enrolled” in the same school or LEA from Fall Census Day (first Wednesday in October) to the first day of testing, without a gap in enrollment of more than 30 consecutive calendar days. For the 2012 API growth and AYP, the CDE will determine which students were continuously enrolled based on the 2011–12 CALPADS ODS enrollment and exit date pulled from October 5, 2011 through May 31, 2012. The CDE will pull these data on the three dates listed above. Following each updated calculation, the CDE will provide LEAs access to a student-level file that shows the continuous enrollment status for all students with a Stardardized Testing and Reporting (STAR) score. Once the assessment and accountability functionality is implemented in CALPADS, this information will be provided through a CALPADS report.
Change in Processing of the Four-Year Graduation Cohort
The CDE continues to refine the calculation of the four-year cohort graduation rate. To increase efficiency and accuracy, the CDE will make the following two changes to calculate the 2011–12 rate:
- In the past the CDE has used both ODS and snapshot data to calculate the four-year cohort graduation rate. Using snapshot data is problematic because LEAs certify their Fall 1 data at different times which sometimes impacts the rate of other LEAs. For example, a student may be counted as a dropout in one district, when another district has enrolled that student after certifying their Fall 1 data. Therefore, to calculate the 2011–12 rate, the CDE will rely only on ODS data.
- Currently LEAs are required to report on the Student Information File (SINF), in Field #2.47, Student Initial Ninth Grade Entry Year, the first year a student entered the ninth grade. The purpose of this data element was to determine which students to include in the ninth grade cohort, especially for high school students transferring to California from out-of-state. Since the data previously collected through this method was incomplete and sometimes conflicting, the CDE has developed a simpler method to determine a student’s four-year high school cohort without using this data element, and beginning in 2012–13 will no longer require LEAs to submit these data. Instead, the identification of a student’s four-year high school cohort will be determined by their first time enrollment in any high school grade in a California public high school.
Use of EOY 2 Title I Program Participation Counts in CARS
EOY 2 collects student participation in the Title I Part D program to meet federal reporting requirements. These counts are not used to determine funding. Historically the department has collected this information through the Consolidated Application (ConApp). The Title I Part D data set required for federal reporting includes:
- Data Set A. Title I Part D Student Demographics by Program
- Data Set B. Title I Part D Academic and Vocational Offerings and Outcomes
- Data Set C. Title I Part D Long Term Student Academic Performance Data
- Data Set D. Title I Part D Program Facilities
This year, Data Set A is being collected in CALPADS EOY 2. Consistent with the department’s policy to not collect duplicate data and to ensure data integrity, these data will not be collected in the ConApp through the new Consolidated Application Reporting System (CARS). An unduplicated count of students served by Title I Part D will be extracted from CALPADS and pre-loaded into CARS to validate Title I Part D data sets B–D. An example of how the data will be used as a validation check in CARS is: The number of Title I Part D long term students reported as part of Data Set C, should not be greater than the unduplicated count of students served in Title I Part D reported in CALPADS.
We encourage your LEA to arrange a meeting with the Title I Part D Program, CARS, and CALPADS administrators to discuss this information. A similar message is being sent through the CARS Administrator listserv. Please note that the CALPADS EOY2 data collection deadline of September 12, 2012 will not be extended. The CARS collection will open in early October 2012.
Districts are not required to report transitional kindergarten information to CALPADS. Districts are required to obtain Statewide Student Identifiers (SSIDs) for all kindergarten students, including transitional kindergarten students. While LEAs may want to track transitional kindergarten students in their local student information system, there is currently no separate transitional kindergarten code in CALPADS. Therefore, all kindergarteners (KN) should be reported in CALPADS in the same KN category.
For CALPADS purposes, LEAs should enroll transitional kindergarten students in schools serving kindergarteners and higher. LEAs should not enroll transitional kindergarten students in a preschool. If an LEA has created a transitional kindergarten class as part of a preschool, in CALPADS the LEA should enroll the student using the district code.
For more information on transitional kindergarten LEAs should refer to the FAQs posted on the CDE Transitional Kindergarten FAQs Web page.