April 18, 2013
Dear County and District Superintendents and Charter School Administrators:
This letter provides an update on CALPADS 2012–13 submissions and use of CALPADS data in accountability measures, and announces new functionality and important CALPADS changes for 2013–14.
The CDE applauds the hard work of LEAs and independently reporting charter (IRC) schools that submitted and certified data for the 2012–13 Fall 1, Fall 2, and Spring 1 submissions:
The California Department of Education (CDE) has posted a downloadable file that includes, for non-provision schools, the data LEAs certified in CALPADS Report 5.1a – Free or Reduced Price Meal Eligibility – Count as part of their 2012–13 Fall 1 data submission. This file is posted on the Student Poverty – FRPM Data Web page. The data included in this file are used for various funding formulas and grant eligibility determinations. LEAs should have already reviewed these data for accuracy. However, if after further review, your LEA finds that it would like to make further corrections, please submit a service desk ticket to the CALPADS Service Desk that describes what is incorrect and the plan for correcting the local data. The CDE will consider these requests on a case-by-case basis. LEAs will have until May 10, 2013 to recertify these data. (Note: Recertification of FRPM data will not alter Universal After School Education and Safety Program and 21st Century Community Learning Centers Program funding determinations for 2013–14; these determinations have already been made.)
The End-of-Year (EOY) submission window will open Monday, April 29, 2013. The certification deadline is July 31, 2013 and the close of the amendment window is
September 11, 2013. (The certification and amendment window deadlines for all submissions are posted via the Calendar link on the CALPADS Web page. Training for EOY is now available through the California School Information Services (CSIS).
EOY entails four separate certifications. Not all LEAs are required to certify every EOY submission; however, LEAs that are expected to certify an EOY submission must certify, and if there are no data to report, they must certify the submission with zeroes. The EOY submissions are described below, along with which LEAs are required to certify each:
This year, LEAs that certify the EOY 3 – Discipline submission by the July 31, 2013 certification deadline will receive a private preview of the student discipline data as they will be posted on DataQuest, prior to the close of the amendment window.
The CDE continues to pull data from the CALPADS Operational Data Store (ODS) on announced dates periodically throughout the year to:
The use of CALPADS data for accountability purposes emphasizes the importance of regularly updating CALPADS to ensure that data are up-to-date. Keeping CALPADS data up-to-date also eases the workload as certification deadlines approach, and provides LEAs access to current information on transferring students. The CDE recommends that LEAs update enrollment and exit data in CALPADS on a bi-weekly basis, at a minimum.
Beginning Monday, April 22, 2013, county offices of education will have access to new reports that display certified data for all the local educational agencies (LEAs) and independently reporting charter (IRC) schools in the county. These reports will be the same as existing certification reports, but will be aggregated to the LEA level and will drill down to the school level. Only certified data will be reflected. Authorizing LEAs will also have access to reports that display certified data for the IRCs authorized by the LEA. These reports will also be the same as existing certification reports, but will be aggregated for each IRC.
Issues related to the Assessment and Accountability (A&A) functionality in CALPADS are still being resolved. The CDE hopes to re-engage a pilot group of LEAs to further test the functionality this May prior to all LEAs using this new functionality.
In 2013–14, CALPADS will no longer have a Spring submission and will collect the English Learners (EL) and Reclassified Fluent English Proficient (RFEP) 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 CDE is moving the Spring submission to Fall 1 in order to:
The key dates that govern the Spring submission will be adjusted to reflect the new time period. Specifically:
Again, we appreciate the hard work of you and your staff in submitting 2012–13 data to CALPADS. Clearly the submission of data to CALPADS is becoming a more routine activity, and we are continuing to work to further enhance the system. As the CALPADS data become more reliable, we will transition to using CALPADS data and discontinue other collections to reduce your reporting burden.
My staff and the CALPADS Service Desk continue to be ready to work with your staff to submit the remaining data for this year. If you have any questions, please contact the CALPADS Service Desk by e-mail at firstname.lastname@example.org or by phone at 916-325-9210.
Thank you in advance for your assistance.
Keric Ashley, Acting Director
Educational Data Management Division