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CALPADS Update Flash #188

Topics of this Flash include: End-of-Year (EOY) submission deadline updates; update on defect resolution.

To:           Local Educational Agency (LEA) Representatives

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

Date:       August 27, 2020

SubjectCALPADS Update FLASH #188


End-of-Year Submission Deadline Updates

In a recent listserv message it was announced that in recognition of the late resolution of a few report defects as well as the impact of recent fires on the ability of some local educational agencies (LEAs) to certify, the End-of-Year (EOY) August 28, 2020 amendment window deadline had been extended to Friday, September 4, 2020. However, in order to provide adequate time for LEAs and Special Education Local Plan Areas (SELPAs) to review data following the resolution of two outstanding defects, the California Department of Education (CDE) has extended the deadline to September 11, 2020. This extension will also apply to the CALPADS Operational Data Store (ODS) pull used to calculate the 4-year Adjusted Cohort Graduate Rate (ACGR) and the 5-year Cohort Graduation Rate.

The CDE also understands that SELPAs may be adhering to the CDE guidance to first approve EOY 4 and then approve EOY 3. At this point the CDE is recommending that SELPAs go ahead and approve EOY 3 before approving EOY 4, if the EOY 3 submission is ready for approval.

The status of the EOY 3 and 4 defects are described below, including the dates by which defects were addressed or will be addressed. Not all LEAs were impacted by these defects, and the defects primarily related to CALPADS certification reports accurately reflecting the data LEAs had submitted. Therefore, LEAs that have already approved their reports should compare their certified reports to the Revised Uncertified reports to see if there were any changes. If the counts have changed, LEAs may choose to disapprove and re-approve their submission. LEAs should strive to approve or re-approve reports as soon as possible in order to provide SELPAs time to review and approve reports.

Finally, as stated in the listserv message, LEAs are reminded that in approving their EOY 3 submission, LEAs should ensure that they have submitted data on the restraint and seclusion of students with disabilities and general education students. While the CDE recognizes that data quality improves after the first year of collecting any new data, Education Code Section 49006 requires the CDE to publicly post the restraint and seclusion data that are collected in 2019–20.

Update on Defect Resolution

The table below summarizes the recently identified defects that have been fixed, that are still outstanding, or have a workaround. LEAs are encouraged to review and approve their reports as soon as possible to provide SELPAs time to approve submissions by Friday, September 11, 2020.

Problem Number Title Description Date of Fix Suggestion for Next Steps
5464 EOY 4: Students Missing from Snapshot Reports (LEA and SELPA) 17.3 (Postsecondary Survey Outcome for SWDs – Count) and 17.4 (Postsecondary Survey Outcome for SWD - Student List) Students were missing if the School of Attendance was different in their postsecondary record than what was reported on their enrollment record. Not all LEAs had this problem with 17.3 or 17.4. August 18, 2020

If your LEA/SELPA has not yet approved the EOY 4 submission, then review the revisions dated after August 21 to see if your counts changed.

If your LEA has Approved the EOY 4 submission, then review the Revised Uncertified reports to see if the counts changed. If they changed you can do one of two things:

  1. Do nothing; Stay Approved.
  2. Disapprove and Approve the new set of reports with updated counts.
CR 1942 The severity for CERT142 and CERT143 were changed from fatal errors to warnings If the errors are triggering because the new LEA is “inheriting” a student’s plan from the LEA in which they were enrolled in 2019-20, then the errors can be ignored. August 21, 2020 Although these EOY 4 certification errors are now warnings, it is still important that LEAs determine whether or not the errors are triggering legitimately or not. If the student, in fact, was enrolled at the LEA on the date of the meeting in the SPED record that was submitted for the same LEA, and the LEA has not submitted an enrollment or services for the student in the 2019-20 academic year, the LEA should resolve the errors by submitting the enrollment and/or services.
5477 EOY 4: Report 16.1 (SWD – Education Plan by Primary Disability) counts do not match 16.3 (SWD Student Profile) - Report 16.1 count is greater Students who had a qualifying enrollment with an N470 (pre-enrolled) enrollment/exit record were missing from 16.1 (SELPA report) and 16.3 (LEA and SELPA reports). For EOY 4 16.x reports, students who were pre-enrolled, evaluated for special education services, then if ineligible and exited with N470 should be reported. August 21, 2020

If your LEA/SELPA has not yet approved the EOY 4 submission, then review the revisions dated after August 21 to see if your counts changed.

If your LEA has Approved the EOY 4 submission, then review the Revised Uncertified reports to see if the counts changed. If they changed you can do one of two things:

  1. Do nothing; Stay Approved.
  2. Disapprove and Approve the new set of reports with updated counts
5427 EOY 3:  Reports 7.16 (Incident Removals for SWD-Count)/7.18 Incident Removals for SWD-Student List) Students Missing from Snapshot Reports (LEA and SELPA) Students who had an active SPED plan in the prior year that overlapped the student incident date (based on Incident Occurrence Date) being reported in the current year were not being included in the reports. August 21, 2020

If your LEA/SELPA has not yet approved the EOY 3 submission, then review the revisions dated after August 21 to see if your counts changed.

If your LEA has Approved the EOY 3 submission, then review the Revised Uncertified reports to see if the counts changed. If they changed you can do one of two things:

  1. Do nothing. Stay Approved.
  2. Disapprove and Approve the new set of reports with updated counts.

5485
5474

EOY 4: LEA 16.3 and SELPA 16.3 counts for Education Plans = 300,700,800 and 900 not matching The Primary Disability filter is currently not defaulted to “All,” which caused some students to not be included when filtering by a specific Education Plan (e.g., 300, 700, 800, 900). WORKAROUND EXISTS: This will remain a Known Issue since a workaround exists. When viewing both the LEA and SELPA 16.3 reports under EOY 4 submission for comparison, LEAs/SELPAs need to use the same filters on both reports to get the same results.  Specifically, all values for Primary Disability filter should be check marked, including N/A and set the Education Plan type to any value.
5482 EOY 4: Reports 16.2 & 16.3 not using most recent SPED record some cases (Intermittent) Reports 16.2 & 16.3 are not using the most recent SPED record when there are two SPED records with the same Special Education Meeting Date.  The business rule logic is not selecting the record that has an Amendment Date associated to it as the most recent SPED record. August 28, 2020 (tentative)

If your LEA/SELPA has not yet approved the EOY 4 submission, then review the revisions dated after August 28 to see if your counts changed.

If your LEA has Approved the EOY 4 submission, then review the Revised Uncertified reports to see if the counts changed. If counts the have changed, Disapprove and Approve the new set of reports with updated counts.
5486 EOY 3: Report 7.10 (Incident – Count – LEA and C/A) is not counting Removal to Interim Alt Setting records correctly Removal to Interim Alt Setting is not included in the counts on 7.10 due to the business rule logic looking for code 10 a code 20 (instead of code 1 or 2).  NOTE: 7.12 – Incident – Student List correctly lists the students with Removal to Interim Alt Setting. August 28, 2020 (tentative) If your LEA has Approved the EOY 3 submission, then review the Revised Uncertified reports to see if the counts changed. If counts the have changed, Disapprove and Approve the new set of reports with updated counts.
Questions:   CALPADS/CBEDS/CDS Operations Office | calpads@cde.ca.gov | 916-324-6738
Last Reviewed: Thursday, August 27, 2020
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