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CALPADS Update FLASH #78

This update FLASH provides information relevant to CALPADS.

To:            Local Educational Agency (LEA) Representatives

From:       California Department of Education – CALPADS Project Team

Date:        August 5, 2013

Subject:  CALPADS Update FLASH #78


EOY 2 CERT097 Fatal Certification Error and CARS

The California Longitudinal Pupil Achievement Data System (CALPADS) End of Year 2 (EOY 2) data collection is dependent on data that LEAs certify in the Consolidated Application and Reporting System (CARS) Title I, Part A, Notification of Authorization of School Wide Program (SWP) data collection; specifically, the EOY 2 data collection depends on schools’ SWP or Targeted Assistance School (TAS) Program status. The CERT097 (“Missing Title I Targeted Assistance Program Records”) fatal certification error for EOY 2 occurs in CALPADS when a school has been marked as a TAS in the CARS application, but zero students have been coded as receiving targeted assistance (Program 122) in CALPADS. To clear the error, LEAs must identify the students receiving targeted assistance services in CALPADS. Alternatively, if a school is not correctly classified, the LEA must open the 2012–13 Title I, Part A Notice of Authorization of School Wide Program form in CARS, then either add or remove the checkmark for the school in the “Authorized” column, and then save and certify the data collection.

The TAS/SWP status in CALPADS cannot be updated until the LEA has certified the 2012–13 version of this data collection in CARS.

Note that beginning Wednesday, August 7th, updates in CARS must be made by Wednesday of a given week in order to be reflected in CALPADS by Friday of that week. For example, an update made in CARS on or by Wednesday, August 7th, will be reflected in CALPADS on Friday, August 9th. But an update made in CARS on Thursday, August 8th, will not be reflected in CALPADS until Friday of the following week (in the case of this example, that date would be Friday, August 16th.

Note that beginning Wednesday, August 7th, updates in CARS must be made by Wednesday of a given week in order to be reflected in CALPADS by Friday of that week. For example, an update made in CARS on or by Wednesday, August 7th, will be reflected in CALPADS on Friday, August 9th. But an update made in CARS on Thursday, August 8th, will not be reflected in CALPADS until Friday of the following week (in the case of this example, that date would be Friday, August 16th).

The last opportunity that LEAs will have to update CARS prior to the close of the CALPADS amendment window is Wednesday, September 4, 2013. Any updates made in CARS by Wednesday, September 4th will be reflected in CALPADS on Friday, September 6th.

Sample Alternative Income Form for Provision 2 or 3 Schools or Schools That Do Not Operate a Food Program

Students eligible for Free or Reduced Price Meals (FRPM) under the National School Lunch Program (NSLP) are considered “low-income” for accountability purposes as well as for the new Local Control Funding Formula (LCFF). As announced in previous CALPADS FLASH Updates, beginning in the 2013–14 school year, LEAs should no longer submit FRPM program records for all students in Provision 2 and 3 schools. LEAs should keep in mind that although all students in Provision 2 and 3 schools automatically receive free meals, all students in these schools are not automatically considered “low income” for accountability and funding purposes.

For accountability and funding purposes, the FRPM eligibility of students enrolled in Provision 2 and 3 schools will be determined based on the direct certification process, or by students’ migrant, homeless, or foster status, or by a local process, such as the use of an alternative application to establish that the student’s family meets the income eligibility criteria required by the NSLP. To assist LEAs in establishing an alternative application process for their Provision 2 or 3 schools, the California School Information Services (CSIS) has posted a sample “Alternative Income” form on its Web site on the CSIS Tools and Samples External link opens in new window or tab. Web page (the sample “Alternative Income” form is located under the “Forms” heading). The form is a modified version of the NSLP form, with all references to free and reduced price meals removed from it. A Spanish version of the sample form will be posted in the same location in the near future. NOTE: LEAs should not mention a school meal program on this form.

CELDT Pre-ID and CALPADS English Learner Services Codes

The addition of CALPADS Education Service Code “6” (Other English Learner Service), previously communicated in Flash #76, does not align with the California English Language Development Test (CELDT) Pre-ID file layout. This addition will not affect LEAs’ CELDT Pre-ID process.Since the CALPADS change went into effect after the start of the CELDT testing window, the additional code could not be added to the CELDT Answer Books.The following will been done to allow for the collection of these data:

NOTE: Since there is no place to hand grid the new EL Services code (Box 17: Program Participation) on the Answer Books, LEAs should leave this box blank.This will flag the record in the DRM and allow LEAs to enter the correct code to match CALPADS.

Should you have any questions regarding the CELDT, please contact the CELDT Office by phone at 916-319-0784 or by e-mail at celdt@cde.ca.gov. Should you have questions regarding CALPADS, please contact the CALPADS Support Desk at calpads-support@cde.ca.gov.

Reminder: Spring Data Submission Will Move to Fall 1 in 201314

As announced in FLASH #73, in the 2013–14 academic year, CALPADS will no longer have a Spring data submission and will collect the English Learner (EL), Reclassified Fluent English Proficient (RFEP), and Immigrant data as part of the Fall 1 submission. To incorporate the Spring data into Fall 1, some Spring reports will be moved to Fall 1, and existing Fall 1 reports will be modified to collect the Spring data. Prior year Spring certification reports will continue to be available within CALPADS. The key dates that govern the Spring submission will be adjusted to reflect the new time period. Specifically:

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