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CALPADS Update FLASH #130

Topics include: 2017–18 back-to-school letter; Fall 1 data submission; registration for Oct. 17 CIM meeting.

To:            Local Educational Agency Representatives

From:       California Department of Education – CALPADS Team

Date:        October 3, 2017

SubjectCALPADS Update FLASH #130


2017–18 BACK-TO-SCHOOL LETTER

The California Department of Education (CDE) would first like to thank local educational agencies (LEAs) for their dedication and hard work in certifying the 2016–17 End-of-Year (EOY) submissions. LEAs are to be congratulated for meeting the challenge of submitting student absence summary data for the first time and certifying all EOY submissions in August.

The CDE also recognizes that the school year has already started and LEAs are busy enrolling students and scheduling them into classes. The CDE has sent Superintendents and Charter School Administrators the annual Back-to-School letter for data collections, and in that letter we emphasize the importance of executive leadership supporting the mission critical work that you do. You can view this letter, dated September 6, 2017, on the CDE CALPADS Communications Web page at http://www.cde.ca.gov/ds/sp/cl/communications.asp under the “Letters to Superintendents” heading. Additionally, here is a direct link to the letter: http://www.cde.ca.gov/ds/sp/cl/yr1718databts.asp

FALL 1 SUBMISSION

The Fall 1 certification deadline is December 15, 2017. LEAs should set internal deadlines to ensure their submission is certified on time. The table below provides a suggested timeline that LEAs may use to help them meet the Fall 1 Certification deadline.

Dates Activity
Now
  • Run the security report in CALPADS (under Admin > User Security, which is only available using the LEA Admin account) to determine if any accounts need to be revoked.
  • Remove the Anomaly Contact role from an account before it is revoked.
  • Make sure your anomaly contact is current.
Now
  • Update CALPADS 2016–17 enrollment records with enrollment end dates.

No later than
October 4, 2017

  • Complete Fall 1 data population in local student information system.

No later than
October 27, 2017

  • Upload Student Enrollment (SENR) and Student Program (SPRG) files.
  • Update students’ Student English Language Acquisition Status (ELAS) using the Student English Language Acquisition (SELA) file for students who have had a change in their status.
  • Review validation errors.
  • Reconcile data as needed.

No later than
November 3, 2017

  • Post SENR, SINF, SPRG, and SELA files.
November 6–17, 2017
  • Review reports.
  • Reconcile data in reports as needed.
November 20–December 1, 2017
  • Send reports to site leaders for approval.
December 4–15, 2017
  • Certify Fall 1 data (Level 1 and Level 2).

Fall 1 snapshot reports will begin running in the early morning hours of Wednesday, October 4, and all LEAs should have a snapshot revision by Thursday morning, October 5, at the latest.

LEAs are reminded to indicate which 2016–2017 graduates met the Golden State Seal Merit Diploma and the Seal of Biliteracy. These new indicators will be displayed on reports 1.9, 1.10, 1.11, and 8.1a.

Input Validation Rule (IVR) SENR0269 severity was changed to a warning on October 3, 2017.  LEAs are advised to carefully review any SENR0269 warning, as it is essential that enrollment grade levels are within the school’s grade span.

REGISTER FOR FALL CALPADS INFORMATION MEETING

Registration is currently open for the CALPADS Information Meeting (CIM) scheduled for Tuesday, October 17, 2017. The meeting will be held from 9:30 a.m. to 12:00 p.m. and will be streamed over the Internet to individual participants. There will be no physical locations for the meeting. If you plan to attend, please register at least 24 hours prior to the meeting on the CSIS October 17, 2017 CALPADS Information Meeting Web page at http://csis.fcmat.org/Pages/October-17-2017-CALPADS-Information-Meeting.aspx. If you will be watching the CIM with others from your organization, please register only one individual. Instructions for joining the meeting will be emailed to those who register in advance of the meeting. There is no cost to participate.

The meeting agenda is also available via the meeting link. The agenda includes a review of the upcoming Fall 1 and Fall 2 submissions as well as updates on Assessment and Accountability. Although attendance is optional, CALPADS administrators and other staff working on CALPADS are encouraged to attend.

Presentation materials will be posted on the October 17, 2017 CIM Meeting Web page (the link provided above) by October 16, 2017. For those unable to attend, a video of the meeting will be posted within a couple of weeks after the meeting.

Questions:   CALPADS/CBEDS/CDS Operations Office | calpads@cde.ca.gov | 916-324-6738
Last Reviewed: Tuesday, October 3, 2017
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