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Topics include: Upcoming CALPADS down time; upcoming Operational Data Store pull for grad rate indicator; four-year ACGR report versus one-year grad counts; EOY data uses.

To:            Local Educational Agency (LEA) Representatives

From:       California Department of Education (CDE) –
                 California Longitudinal Pupil Achievement Data System (CALPADS) Team

Date:       September 7, 2018

SubjectCALPADS Update FLASH #141

Updated Timeline for CALPADS Down Time

As noted in the April 2018 CALPADS Information Meeting (CIM), we are moving CALPADS into the cloud, updating the user interface, and redesigning the security model to accommodate the transition of the California Special Education Management Information System (CASEMIS) into CALPADS in the 2019–20 school year. Under the current schedule, CALPADS will be taken offline on September 21 and will reopen on October 1, 2018. LEAs are encouraged to obtain all necessary Statewide Student Identifiers (SSIDs) prior to the down time so that any assessment testing will not be impacted. The CDE will send out additional communication regarding the security model changes and training opportunities, and will keep LEAs informed should there be any changes to this schedule.

Upcoming CALPADS Operational Data Store Pull for Graduation Rate Indicator

Four-year Adjusted Cohort Graduation Rate (ACGR) Data

LEAs are reminded that any updates to data used for the Adjusted Cohort Graduation Rate (ACGR) must be made by 10:00 p.m. on September 14, 2018. The ACGR data, which include enrollment and exit data, including the completer indicators (UC/CSU entrance requirements, Golden State Seal Merit Diploma, and State Seal of Biliteracy), will be pulled from the CALPADS Operational Data Store (ODS) on September 15, 2018. These data will be used to calculate the four-year ACGR for state and federal reporting and will be factored into the calculation of the Graduation Rate Indicator that will be in the 2018 Dashboard release. In addition, the College Career Indicator (CCI) is based on the students in the 2017–18 4-year cohort, and the completer indicators from the ODS pull are used to calculate the CCI. (Note: The course completion and CTE completer data that LEAs certified as part of EOY 1 submissions are also used to calculate the CCI, and there are no further opportunities to amend these data.)

Students who did not graduate at the end of the four-year cohort period and who are returning the following academic year to continue their high school education should be re-enrolled in CALPADS as “5th year seniors” so that they are not counted as four-year cohort dropouts in DataQuest in the Four-Year Adjusted Cohort Graduation Rate report. Instead, students who are returning for a fifth year of high school that are enrolled in CALPADS will be counted in the “Still Enrolled” category and not in the “Dropout” category in DataQuest. It should be further noted that the outcome will be reflected in the LEA where the student was last enrolled as of August 15, 2018, and not in the LEA where the student is currently enrolled, if that is a different LEA.

LEAs can continue to update and preview the enrollment and exit data and the completer indicator data as necessary using the new CALPADS Report 15.1 – Cohort Outcome - Count. The data used to calculate the ACGR will be reflected in the September 15, 2018 version of CALPADS Report 15.1 - Cohort Outcome – Count. LEAs must finalize the CALPADS data used for the 2018 ACGR by 10:00 pm on Friday, September 14, as there will be no further opportunities to amend these data after this deadline. (Remember that if LEAs want to see all the changes they have made reflected in Report 15.1 – Cohort Outcome – Count on September 14th, they must update CALPADS by September 13th.)

One-Year Graduation Rate Data for Selected Alternative Schools

Starting this year, the California Department of Education (CDE) will calculate a one-year cohort graduation rate for all schools participating in the Dashboard Alternative School Status (DASS) program. The one-year cohort graduation rate uses different rules for determining the students in the cohort and the students who are considered graduates. Refer to CALPADS Data Guide section entitled One-Year Dashboard Alternative School System (DASS) Graduate Rate for detailed information. Currently, CALPADS does not have a report for LEAs to identify their one-year graduation rate.

LEAs will have until 10:00 p.m. on September 14, 2018 to finalize all enrollment and exit data for the one-year cohort graduation rate for DASS schools. LEAs should be sure to update the CALPADS ODS with summer graduate/completer data (students who meet graduation or completion requirements by August 15) for DASS schools by this deadline. The CDE will pull one-year cohort graduation data from the CALPADS ODS on September 15. Therefore, LEAs must finalize the CALPADS data used for the 2018 one-year cohort graduation rate for DASS schools by September 14, as there will be no further opportunities to amend these data after that deadline for inclusion in the one-year graduation rate.

Dashboard Graduation Rate Indicator

In the 2018 Dashboard, the four-year ACGR will be displayed for non-DASS schools, and the one-year rate will be displayed for DASS schools. The graduation rate indicator for the district will include both the four-year ACGR and the one-year rate for DASS schools.

Differences Between the ACGR and One-Year Graduate Counts

The CDE posts in DataQuest “Four-Year Cohort Graduation Rate & Outcome Data” and “One-Year Graduation Data.” LEAs should not confuse these two sets of data reports. The “Four-Year Cohort Graduation Rate & Outcome Data” includes the Four-Year ACGR report and is based on the CALPADS ODS data which has the September 14, 2018 deadline. The “One-Year Graduation Data,” on the other hand, includes the 2017–18 one-year graduation count data that are submitted as part of the 2018–19 Fall 1 submission and which LEAs will certify this year in December 2018. The four-year ACGR should not be compared to the one-year graduate counts. Refer to CALPADS FLASH #136 for a more detailed description of the differences between the four-year ACGR and the one-year graduate counts.

CALPADS End-of-Year (EOY) Deadline and Data Uses

The 2017–18 CALPADS End-of-Year (EOY) submission amendment window closed on Friday, August 24, 2018. LEAs that failed to certify accurate EOY data by the August 24 deadline have no further opportunities to amend these data. As a reminder, CALPADS EOY data will be used for the following purposes:

  • EOY 1 data will be factored into the calculation of the College/Career Indicator (CCI) that will be included in the 2018 California School Dashboard (Dashboard) release in December 2018. EOY 1 data used in the calculation of the CCI include college-credit bearing course completion information (dual enrollment) and Career Technical Education (CTE) completer data. EOY 1 data will also be used to meet the federal reporting requirement for LEAs that receive Perkins funding.
  • EOY 2 data will be used to determine Title I program participation/services and homeless student counts reported to the Federal government.
  • EOY 3 data will be used in the calculation of the suspension and chronic absenteeism rate indicators that will be included in the 2018 Dashboard release. Additionally, the EOY 3 data will be used to generate the cumulative enrollment and associated demographic and program student group determinations. (Note: Remember that for program student group determinations, CALPADS reports display students in programs based on their most recent program record, whereas for accountability purposes, students are included in a student group if they were a member of that group anytime during the school year.) These data are used in the denominator of the suspension, expulsion, and chronic absenteeism rates. Discipline and chronic absenteeism rates will also be publicly posted on DataQuest.
Questions:   CALPADS/CBEDS/CDS Operations Office | | 916-324-6738
Last Reviewed: Friday, November 22, 2019
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