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Charter Schools

Letter Head: Jack O'Connell, State Superintendent of Public Instruction, California Department of Education

May 11, 2009

Dear Charter School Administrator:

Important Charter School CALPADS and OPUS-CBEDS Data Submission Changes

This letter is being sent to explain important changes to charter school student and teacher data reporting requirements. This summer, the California Department of Education (CDE) is launching the California Longitudinal Pupil Achievement Data System (CALPADS). Some of the data previously reported in various data collections will now be collected through CALPADS and the Online Public Update for Schools – California Basic Educational Data System (OPUS-CBEDS) internet application.

Charter School CALPADS and OPUS-CBEDS Data Reporting Policy

The current reporting status of each charter school remains the same as the 2008-09 Annual Maintenance data submission status. Each May, charter schools may elect to change the method of reporting CALPADS and OPUS-CBEDS data. The two available reporting options are: (1) the charter school reports data independent of its authorizing agency directly to CALPADS and OPUS-CBEDS, or (2) the authorizing agency reports the charter school data to CALPADS and OPUS-CBEDS. The charter school reporting method will be the same for both CALPADS and OPUS-CBEDS. Reporting status does not impact or have any relation to the charter school funding type. Since the independently reporting charter school requirements for OPUS-CBEDS are changing, and CALPADS requirements are new, the CDE is extending the reporting status change period through June 30, 2009.

Responsibilities for Authorizing LEAs When Reporting Charter School Data

Charter schools may elect to have the authorizing agency report CALPADS and OPUS-CBEDS data on their behalf. Authorizing agencies will be responsible for:

  • Obtaining and maintaining Statewide Student Identifiers (SSIDs) in CALPADS for all enrolling and exiting students
  • Maintaining and submitting Fall CALPADS data (individual student data and staff assignment data)
  • Maintaining and submitting Spring CALPADS data (individual student data)
  • Maintaining and submitting Year-end CALPADS data (individual student, teacher, and course data)
  • Submitting Fall aggregate school and course data to OPUS-CBEDS

Charter schools electing this option must have open dialogue with the authorizing agency about local practices, procedures, and data system logistics to ensure that the authorizing agency can report the charter school data; and meet the CALPADS and OPUS-CBEDS reporting requirements, including certifying data by published deadlines.

Responsibilities of Charter Schools Reporting Their own Data

Charter schools may elect to report CALPADS and OPUS-CBEDS data independent of the authorizing agency. Charter schools selecting this reporting method will be responsible for:

  • Obtaining and maintaining SSIDs in CALPADS for all enrolling and exiting students
  • Maintaining and submitting Fall CALPADS data (individual student data and staff assignment data)
  • Maintaining and submitting Spring CALPADS data (individual student data)
  • Maintaining and submitting Year-end CALPADS data (individual student, teacher, and course data)
  • Submitting Fall aggregate school and course data to OPUS-CBEDS
Assistance is Available

The California School Information Services (CSIS) program successfully assists authorizing agencies and charter schools with local submission decisions, and is available to work with all authorizing agencies and charter schools to help local administrators make decisions, meet reporting requirements and deadlines.

Consequences for Failure to Certify Data by Published Deadlines

Enrollment counts for all local educational agencies (LEAs), including charter schools, are used for funding purposes and will be derived from the CALPADS data. In previous years, charter schools that failed to meet state reporting deadlines had reporting responsibilities and associated work revert back to the authorizing agency. Beginning Fall of 2009, this policy will change, and charter schools that choose to report independently will be accountable for reporting data within published timelines. These independently reporting charter schools acting as an LEA for CALPADS and OPUS-CBEDS reporting purposes are required to meet state and federal law for reporting data. As with all non-charter public schools, independently reporting charter schools that fail to meet published reporting deadlines may end up with an annual enrollment count of zero resulting in a loss of any funding based on the annual enrollment count.

Annual Time Period to Change Reporting Status

Beginning May 1, 2009 through June 30, 2009, charter schools may change their CALPADS and OPUS-CBEDS reporting status. Applications received during this timeframe will be processed for the upcoming 2009-10 CALPADS statewide rollout this August. Charter schools must submit a change form if they intend to change their reporting status for CALPADS and OPUS-CBEDS.

Current charter school reporting status may be viewed on the CDE web site at http://www.cde.ca.gov/ds/sp/cl/ap/selectdistrict.aspx.

Reporting Requirements, Resources and Contact Information

The CALPADS home page on the CDE Web site is located at http://www.cde.ca.gov/calpads. On this site, you can obtain important information about CALPADS reporting requirements, system documentation, and listserv opportunities. There are CALPADS enrollment procedures that all LEAs and independently reporting charter schools should follow. Some subjects in these procedures include:

  • Reporting enrollment to CALPADS
  • Maintaining unique SSIDs
  • Primary and secondary student enrollment
  • Short and long term enrollment in alternative education programs
  • Handling of student identifier anomalies

These procedures can be found on the CDE CALPADS System Documentation web site at http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp.

The CALPADS File Specification (CFS) and CALPADS Code Sets are available on the CDE Web site at http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp. Notification of the availability of other system documentation is provided to those subscribed to the CALPADS-LEA listserv. You can learn more about joining the CALPADS listserv on the CDE Web site at http://www.cde.ca.gov/ds/sp/cl/listservs.asp.

The OPUS-CBEDS home page is located on the CDE OPUS-CBEDS Web Application and Resources Web site at http://www.cde.ca.gov/ds/dc/cb/cbedsora.asp.

The OPUS-CBEDS internet application is administered by the Educational Demographics Office. Questions can be sent to 916-327-0219 or by e-mail at eddemo@cde.ca.gov.

The CALPADS project is administered by the CALPADS Operations Office. Project questions can be sent to the CALPADS Operations Office at 916-324-6738 or by e-mail at calpads@cde.ca.gov.

The CSIS Program can be reached at 916-325-9210 or by e-mail at support@csis.k12.ca.us.

To obtain a copy of the Charter Schools Reporting Status Change Form, contact the CALPADS Operations Office at

CALPADS Operations Office
916-324-6738
Or
CALPADS@cde.ca.gov

I encourage you to review the CALPADS and OPUS-CBEDS system reporting information when making decisions about how to report charter school data. Charter schools and authorizing agencies may find it helpful to be specific about how data reporting is accomplished in the chartering agreement.

We appreciate all of your hard work in order to maintain and report high-quality student and teacher data to the CDE. If you have any questions about this letter, please contact me at 916-324-1214 or by e-mail at kashley@cde.ca.gov.

Thank you for your support.

Sincerely,

Keric W. Ashley, Director
Data Management Division

KA:ss

cc:       L. Russ Brawn, COO, California School Information Services
            Select District and County Office of Education Superintendent with Charter Schools

           
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