CALPADS Update Flash #191

To:           Local Educational Agency (LEA) Representatives

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

Date:       September 23, 2020

Subject:  CALPADS Update FLASH #191

February 2022 Update - NOTE: The information contained in this Flash regarding the use of the generic Statewide Educator Identifier (SEID) of 9999999999 has since become invalid. Updated guidance may be found in CALPADS Flash #218 here: https://www.cde.ca.gov/ds/sp/cl/calpadsupdflash218.asp

This Flash summarizes the following:

• Major changes included in the 2020-21 rollover release that impacts the general submission of CALPADS data, including changes to the Student Enrollment (SENR) and Student Information (SINF) files, new restrictions on the use of Student Exit Category Code E450, addition of a new English Language Acquisition Status Code of Adult English Learner (ADEL), and the new requirement that all charter school teachers have Statewide Educator Identifiers (SEIDs).
• Major changes to the 2020-21 Fall 1 Submission, including modifications to Report 1.17 – FRPM/English Learner/Foster Youth – Count, and changes to the data certified as part of the Fall 1 submission.
• A Fall 2 change related to the use of the generic SEID of 9999999999.

This Flash does not include changes that have been made or will be made to the Fall 1 special education submission, or other Fall 2 changes. These changes will be summarized in subsequent Flashes.

General Submission Changes

Changes to the SENR

As first announced in Flash 184, the work-based learning indicators (Fields 1.35 – 1.39) have been removed from the SENR and are now on the new Work-Based Learning File. LEAs should refer to Flash 184 for more details.

As announced in Flash 190, Field 1.34 on the SENR was renamed from "Postsecondary/Transition Status Indicator" to "Adult Age Students With Disabilities in Transition Status" in order to differentiate the field from a similarly named file. The definition and use of the field have not changed.

Changes to the SINF

As described in Flash 190, the SNIF now includes two new fields:

• 2.43 – Student Preferred First Name – The first name (i.e., given name) that may be chosen to be used instead of legal first name.
• 2.44 – Student Preferred Last Name – The last name (i.e., given name) that may be chosen to be used instead of the legal last name.

These are optional fields, however, if the preferred first name is populated then the preferred last name must be populated, and vice versa. The Student Preferred First Name, is being collected to enable a student's preferred first name to display in all assessment-related systems and on student score reports instead of the student's legal name, and is now visible in the Test Operations Management System (TOMS), the Test Administrator Interface, the Test Delivery System, and on student score reports.

New Restrictions on Use of Student Exit Category Code E450

To be consistent with compulsory attendance laws, Student Exit Category Code E450 has been changed from "PreK – 6Exit" to "PreKExit". Code E450 – PreKExit is defined as, "Infant or student in pre-kindergarten exited/withdrew from school; or the student exited school during a temporary break such as summer vacation or year-round intersession, but was expected to return to the same school after the break."

LEAs are now only able to exit students with Student Exit Category Code E450 if they are in grades IN – Infant, PS – Prekindergarten, or TD – Toddler. LEAs that previously exited students in grades K – 6 using this code, should exit these students with other appropriate exit or transfer codes, noting the following scenarios:

• If a student in any grade 1 – 6, exits for an unknown reason, the student should be exited with Student Exit Category Code E140 – TruantNoKnownEnroll if the student is in grades 1 – 6 and the school conducted truancy intervention.
• If a student is in Kindergarten, and exits before the end of the year, the student should be exited with Student Exit Category Code E400 – OtherOrUnknown. Since attending Kindergarten is not compulsory, schools are not required to conduct truancy intervention, and E140 would not be applicable. Kindergarten students who exit at the end of the year should be exited using the appropriate exit or transfer code used for students in other grades, such as E155, T160, etc.

NOTE: The CDE is considering modifying E450 to also include students in Kindergarten, to be used for students who exit prior to the end of the school year, since attending Kindergarten is not compulsory. In the meantime, the definition of Student Exit Category Code E400 has been amended to include kindergarten students. The definition has been modified to the following: "The student is less than 6 years old, or 18 years old or older and has been absent from school for reasons that cannot be determined or for reasons other than those described in the Student Exit Category codes. Do NOT use the Exit Code E400 for students who are ages 6 up until age 18."

New English Language Acquisition Status Code of Adult English Learner

Beginning July 1, 2020, a new English Language Acquisition Status (ELAS) code of ADEL – Adult English Learner became available in CALPADS. LEAs should use the ELAS of ADEL for students who are 22 years old or greater, and who are enrolled in K-12 charter schools that have federal partnerships with Workforce Innovation and Opportunities Act (WIOA), Job Corps, California Conservation Corps, or YouthBuild.

Although these charter schools can enroll students of any age, students 22 years old or greater, even if they have been determined to be English learners through a local assessment, are not eligible to take the Initial or Summative English Language Proficiency Assessments for California (ELPAC), do not qualify for Title III funding or services, and therefore are not included in the English Learner student group on the California School Dashboard.

These students, however, do count in the Unduplicated Pupil Count that generates supplemental and concentration grant funding under the Local Control Funding Formula (LCFF). Therefore, students with ELAS of ADEL are included in Report 1.17 – FRPM/English Learner, Foster Youth - Count, but are excluded from any CALPADS reports that display the EL student group. Students with an ELAS of ADEL do not show up in TOMS as requiring to take the Initial or Summative English Language Proficiency Assessments for California (ELPAC), however, they are required to take the Smarter Balanced assessments required for their assigned grade level.

Statewide Educator Identifier Now Required for Charter School Teachers

Assembly Bill (AB) 1505 (Chapter 486, Statutes of 2019) amends Education Code (EC) Section 47605(l)(2), to require all charter school teachers to obtain a certificate of clearance from the Commission on Teacher Credentialing by July 1, 2020. When applicants apply for a certificate of clearance online, their Statewide Educator Identifier (SEID) is generated; or when applicants submit applications via mail, their SEIDs are generated a few days after the application is received. For new hires in the 2020–21 academic year, teachers are required to hold the appropriate credential and authorization for their assignment, however, EC Section 47605.4 allows existing teachers who were employed by charter schools during the 2019–20 school year to obtain the certificate required for their certificated assignment by July 1, 2025.

Since charter school teachers are required to have SEIDS, LEAs must now submit staff demographic and staff assignment records for those teachers to CALPADS. Therefore, during Fall 2, Certification Validation Rule (CVR) CERT053 will trigger if there are no staff assignment records submitted for a school, and CERT054 will trigger if a course section includes a SEID for which there is no demographic information.

Major Fall 1 Changes

Changes to Fall 1 Report 1.17 – FRPM/English Learner/Foster Youth – Count

Certification Report 1.17 – FRPM/English Learner/Foster Youth – Count includes students who are enrolled on Census Day, October 7, 2020 and will be modified for 2020–21 to include students, who have any one of the following:

• An education program record of 181 – Free Meal Program, or 182 – Reduced-Price Meal Program with an Education Program Membership Start Date any time between July 1, 2020 and December 31, 2020.
• An English Language Acquisition Status (ELAS) of English Learner (EL) or Adult English Learner (ADEL) with an ELAS Start Date on or before November 13, 2020.
• A 2020–21 CALPADS direct certification match in the July, August, September, October, November, December 2020, or January 2021 direct certification match.

Certification Report 1.17 is also permanently being modified to include students enrolled on Census Day who have any one of the following:

• An Education program record of 193 – Tribal Foster Youth that is open on or before Census Day.
• An ELAS of Adult English Learner (ADEL) that is open on or before Census Day (except in 2020–21 when records open on or before November 13, 2020 will be included).

Unfortunately, the recent fires have left many students homeless. Accordingly, LEAs are reminded to update student homeless statuses, as students enrolled on Census Day with an Education Program record of 191 – Homeless, are included in the Unduplicated Pupil Count (UPC) if the start date is on or before Census Day.

All of these students will automatically be included in Report 1.17 – FRPM/English Learner/Foster Youth – Count and used in the Unduplicated Pupil Count (UPC) to determine supplemental and concentration grant funding under the Local Control Funding Formula (LCFF). The CDE will use the Fall 1 data that LEAs approve by the December 18, 2020 Certification Deadline for the First Principal Apportionment (P–1) calculations. The CDE will then use the data LEAs certify or re-certify by the close of the Amendment Window, January 29, 2021, for Second Principal Apportionment (P–2) calculations.

National School Lunch Program Application Requirements During Coronavirus Pandemic

Due to the coronavirus pandemic (COVID-19), the United States Department of Agriculture (USDA) issued nationwide waivers to allow for the operation of the summer meal programs through December 31, 2020. Free and reduced-price meal (FRPM) applications or direct certification are not required for the summer meal program. However, LEAs can collect applications in anticipation of returning to the National School Lunch Program (NSLP) on January 1, 2021.

LEAs that choose to operate under NSLP rules this fall, and not under summer meal program rules, must still collect applications or conduct local direction certification to determine student eligibility for free, reduced-price, or full-price meals. In addition, schools operating under the Community Eligibility Provision (CEP) or Provision 2, must still follow any requirements to establish or re-establish a base year, which is required every four-years. CEP schools establishing/re-establishing a base year, must collect Alternative Household Income Forms, and schools operating under Provision 2 establishing/re-establishing a base-year must collect FRPM applications and conduct direct certification. CEP and provision 2 schools must also continue to collect alternative household income forms for newly enrolled students attending their schools.

LEAs that choose to operate this fall under the waiver are reminded that students who are not directly certified through CALPADS, or who are not homeless, migrant, or foster, will not be included in the Unduplicated Pupil Count (UPC), which generates supplemental and concentration grant funding, unless they have an education program record of 181 – Free Meal Program, or 182 – Reduced-Price Meal Program, with start dates between July 1, 2020 and December 31, 2020. Free or reduced-price meal eligibility may be based on a FRPM application, an alternative household income form, or local direct certification.

English Learner Start Date for Inclusion in UPC Extended to November 13, 2020

A student's English Language Acquisition Status (ELAS) of English Learner (EL) is based on completing the Initial English Language Proficiency Assessments for California (ELPAC), which produces and submits the student's EL status and EL Start Date to CALPADS nightly. As described in Flash 189, for 2020–21, Certification Report 1.17 – FRPM/English Learner/Foster Youth – Count will be adjusted to include students enrolled on Census Day and who are identified as EL (or ADEL) by November 13, 2020. This extension was made to provide LEAs adequate time to assess students during this time of COVID-19, and also accommodates Senate Bill 820 (Chapter 110, Statutes of 2020), just signed by Governor Newsom, which allows for a 45-day extension to the Initial ELPAC 30-calendar-day requirement, providing LEAs a total of 75 calendar days to administer the 2020–21 Initial ELPAC, officially score it, and provide the results to parents and guardians.

Certification Changes for Fall 1 and Fall 2

One-Year Graduates No Longer Certified in Fall 1

The CDE will use the data LEAs certified in the 2019–20 End-of-Year (EOY) 3 submission for the 2019–20 one-year graduate and completer counts required for federal reporting. These data will not be publicly posted on DataQuest, but will be made available in a downloadable file. Accordingly, the Fall 1 certification reports containing 2019–20 one-year graduate and completer counts will be disabled and LEAs will not certify this data. Since these reports also include one-year dropout counts, LEAs will also not certify one-year dropout data this fall. While the CDE will use the dropout data reported this fall to meet federal reporting requirements, these data will not be publicly posted on DataQuest. The Fall 1 supporting reports that display dropouts by student group will continue to be available and LEAs may use these reports to review prior year dropouts and make updates to Local Control and Accountability Plans.

The table below summarizes the Fall 1 snapshot reports that will be disabled/available this Fall 1:

*Corresponding Operational Data Store reports will also be disabled/available.

New One-Year Graduate, Completer, and Dropout Reports

The 2020–21 EOY 3 submission will include a new one-year graduate and completer count certification report. Additionally, the 2021–22 Fall 1 submission will include a new one-year dropout certification report. Certified data from these respective submissions will be used for federal reporting, and new DataQuest reports will be developed at that time to support the public reporting of these data.

Certification of Re-designated Fluent English Proficient In 2019–20 and 2020–21

As announced in Flash 189, the 2019–20 count of Re-designated Fluent English Proficient (RFEP) students will be based on students who were reported as RFEP with start dates between Census Day 2019 plus one day and Census Day 2020 (October 3, 2019 and October 7, 2020). LEAs will certify this count in their 2020–21 Fall 1 submission by certifying Report 2.12 – English Language Acquisition Status – ELs Reclassified RFEP. This count will be used to meet federal reporting requirements.

The 2020–21 RFEP count will transition from a count of students who were reclassified from Census Day plus one day to Census Day, to a count of students reclassified during the school year, from July 1 to June 30. This will align the RFEP count with the timeframe used for the English Learner Progress Indicator (ELPI) on the California School Dashboard.

In summary:

• 2019–20 RFEP Count: Students with RFEP start dates from October 3, 2019 through October 7, 2020, as certified on the 2020–21 Fall 1 Report 2.12 – English Language Acquisition Status – ELs Reclassified RFEP.
• 2020–21 RFEP Count: Students with RFEP start dates from July 1, 2020 through June 30, 2021, as certified on a new EOY report which will become available in the spring of 2021.

Refer to Flash 189 for more detail on the impact of RFEP start dates submitted to CALPADS on RFEP counts.

Certification of Language Instruction Programs Moved from Fall 2 to Fall 1

Since participation in Language Instruction Programs (LIPs) is submitted by student, and no longer by course, LEAs will certify student LIP participation in Certification Report 2.14 – Language Instruction Program – Count in Fall 1 and not in Fall 2.

Fall 2 Changes

Use of Generic SEID of 9999999999*

CALPADS has historically allowed LEAs to use a generic SEID of 9999999999 on the Course Section Enrollment (CRSE) and Course Section Completion (CRSC) files in any of the following scenarios:

• Courses taught at charter schools by non-certificated teachers.
• College courses taken by high school students that are taught by college professors who do not possess California K-12 credentials.
• Courses taught by teachers who have SEIDs but who are not paid by the LEA reporting the CRSE or CRSC record, including Career Technical Education courses taken at a Regional Occupational Center or Program and courses taught by contracted teachers from another LEA or outside agency.

Since the data reported for Fall 2 in the CRSE records are now used for assignment monitoring through the new California State Assignment Accountability System (CalSAAS), and a valid SEID is required to link the Fall 2 data to teacher credentials and authorizations, it is necessary to tighten the restrictions on the use of the generic 9999999999 SEID. Therefore, beginning Fall 2 of 2020–21, a SEID of 9999999999 may only be used for:

• Courses with Field 9.19 – Course Instructional Level Code populated with Code 23 – College Credit Only, or Code 24 – Dual Credit.
• College Credit Course codes 9020, 9082, 9096, 9120, 9154, 9200, 9227, 9273, 9303, and 9358.

All other courses will be required to have a valid SEID. A new Input Validation Rule (IVR), CRSE/CRSC 0545 – Invalid SEID in Course Section Record is currently scheduled to be implemented in the September 29, 2020 release. Therefore, LEAs that were using 9999999999 because the teacher teaching the course was not paid by the LEA reporting the CRSE or CRSC record, must now obtain the SEID and the information needed to submit Staff Demographic (SDEM) and Staff Assignment (SASS) records for the teacher. The teacher's Full-Time Equivalent (FTE) percentage in the SASS should reflect the teacher's FTE at that specific school of assignment.

*NOTE: Since the publishing of this Flash, the information contained in this Flash regarding the use of the generic SEID of 9999999999 is invalid and has been updated. The updated, newer guidance should be heeded. Updated guidance may be found in CALPADS Flash #218 here: https://www.cde.ca.gov/ds/sp/cl/calpadsupdflash218.asp