CALPADS Updates
May 2017
CALIFORNIA DEPARTMENT OF EDUCATION
Tom Torlakson, State Superintendent of Public Instruction
Contact Information
TOM TORLAKSON
State Superintendent
of Public Instruction
Brandi Jauregui
Senior Info. Systems Analyst
CALPADS/CBEDS/CDS Operations Office
916-327-7367
[email protected]
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Agenda
TOM TORLAKSON
State Superintendent
of Public Instruction
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•
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Student Absence Summary File
CASEMIS to CALPADS Transition
CAASPP and CALPADS
Direct Certification
General Updates
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Student Absence
Summary (STAS) File
TOM TORLAKSON
State Superintendent
of Public Instruction
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Student Absenteeism
Summary (STAS)
TOM TORLAKSON
State Superintendent
of Public Instruction
• Intended to identify students who are
chronically absent (10% or more of the
days they were expected to attend)
• Required in EOY 3 2016-17
• Certification of cumulative enrollment will
also be required
– CCEs must be resolved
• Most recent file format is available at :
http://www.cde.ca.gov/ds/sp/cl/cfs-stasfilelayout20160802.asp
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Who’s In and Out?
TOM TORLAKSON
State Superintendent
of Public Instruction
• You MUST submit STAS data for:
– Students with PRIMARY and SHORTTERM enrollments
– Enrolled between 7/1/2016 and 6/30/2017
• You DO NOT have to submit STAS data
for:
– Home/hospital students
– Students enrolled at NPS schools
– Students who are primarily enrolled but are
attending college 100% of the school day
– Students enrolled in summer school
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Talk to your VENDORS
TOM TORLAKSON
State Superintendent
of Public Instruction
• SIS vendors are responsible for
developing the business rules for
the STAS extract
• Talk to your vendors to understand
how each of the STAS fields are
being calculated.
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STAS Input Validation
Errors
TOM TORLAKSON
State Superintendent
of Public Instruction
Error Number
Error Message
Error Description
STAS0303
Invalid Absence
Summary Information
when Exemption is not
Indicated
STAS0304
Invalid Absence
Summary Information
when Exemption is
Indicated
The following Student Absence Summary information
must be populated if the Student Absence Summary
Data Collection exemption Indicator is null.
- Hourly Attendance School Type Indicator
- Expected Attendance Days
- Days Attended
- Days Absent out-of-school suspension
- Days in Attendance In-School Suspension
- Days Absent Excused Non-Suspension
- Days Absent Unexcused Non-Suspension
Fatal
- Incomplete Independent Study Days
The following Student Absence Summary information
must be null if Student Absence Summary Data
Collection Exemption Indicator is equal to "Y" (yes) .
- Hourly Attendance School Type Indicator
- Expected Attendance Days
- Days Attended
- Days Absent out-of-school suspension
- Days in Attendance In-School Suspension
- Days Absent Excused Non-Suspension
- Days Absent Unexcused Non-Suspension
Fatal
- Incomplete Independent Study Days
Severity
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STAS Input Validation
Errors
TOM TORLAKSON
State Superintendent
of Public Instruction
STAS0305 Invalid
Expected
Attendance
Days
STAS0306 Invalid Days
Attended
When populated, Expected
Attendance Days must be between
1 and 250 days, inclusive
When populated, Days Attended
must be less than or equal to
Expected Attendance Days
STAS0307 Invalid Out-of- When populated, Days Absent OutSchool
of-School Suspension must be less
Suspension than or equal to Expected
days absent Attendance Days Less Days
Attended (May be 0)
STAS0308 Invalid InWhen populated, Days in
School
Attendance In-School Supsension
Suspension must be less than or equal to
days attended Expected Attendance Days Less
Days Attended (May be 0)
Fatal
Fatal
Fatal
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Fatal
STAS Input Validation
Errors
TOM TORLAKSON
State Superintendent
of Public Instruction
STAS0309Invalid Excused When populated, Days Absent Excused
Non-Suspension Non-Suspension must be less than or
days absent
equal to Expected Attendance Days
Less Days Attended (May be 0)
STAS0310Invalid
When populated, Days Absent
Unexcused Non- Unexcused Non-Suspension must be
Suspension days less than or equal to Expected
absent
Attendance Days Less Days Attended
(May be 0)
STAS0311 Invalid
When populated, Incomplete
Incomplete
Independent Study Days must be less
Indpendent Study than or equal to Expected Attendance
Days
Days Less Days Attended (May be 0)
STAS0313Absence
Summary
Student must be enrolled in Non-public
Exemption Only school (NPS) or is receiving instruction
for NPS or
through at home/hospital instructional
Home/Hospital
setting to be exempt from submitting
Schooled Student Student Absence Summary Data
Fatal
Fatal
Fatal
Warn
ing 10
TOM TORLAKSON
State Superintendent
of Public Instruction
#
STAS Certification
Validation Errors
Validation Rule Description
Lvl
Name
CERT125Missing In-School Students who are reported as attending
Fatal
Suspension Data in-school suspensions in the absence
for a student who summary data must have an associated
was reported as
SDIS data for the same school in the
attending in-school same academic year where the student's
suspension
disciplinary action taken was In-school
suspension
CERT126Missing Primary or Students who are reported as attending
Short-term
school in the absence summary data
Enrollment record must have associated SENR data for the
for a student with same school in the same academic year
Absence Summary with an enrollment status of Primary or
Data
Short-term.
Fatal
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STAS Certification
Validations
TOM TORLAKSON
State Superintendent
of Public Instruction
CERT Missing Out- Students who are reported as absent Fatal
127 of-School
due to Out-of-school suspensions in
Suspension the absence summary data must have
Data for a
an associated SDIS data for the same
student who school in the same academic year
was reported where the student's disciplinary action
as absent due taken was Out-of-school suspension
to out-ofschool
suspension
CERT Missing
Each student who has an SENR
Fatal
128 Absence
record with an enrollment status of
Summary
Primary or short-term in grades KNData for
12, UE, US must have an assocated
Student
STAS record for the same school and
academic year.
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STAS Certification
Validations
TOM TORLAKSON
State Superintendent
of Public Instruction
CERT Expected
129 Attendance
Days is
greater than
Total
Enrollment
Days
A student's Expected Attendance
Days must be less than or equal to
their Total Enrollment Days** at the
same school for the same academic
year.
Fatal
** Total enrollment days based on
SENR records
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CASEMIS TO CALPADS
(C2C)
TOM TORLAKSON
State Superintendent
of Public Instruction
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CASEMIS TO CALPADS
(C2C)
TOM TORLAKSON
State Superintendent
of Public Instruction
• UPDATES
– CASEMIS file layouts will be
MODIFIED for 2018-19 to mirror
names and code values proposed for
C2C
– In lieu of “pilot” or “beta” test
– Draft file layouts and code sets have
been distributed to special education
system vendors
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CASEMIS TO CALPADS
(C2C)
TOM TORLAKSON
State Superintendent
of Public Instruction
• REMINDERS FOR EOY 3
– SELPAs MUST review discipline
reports for students with disabilities
prior to certification
– Establish a local review process
– Provide access to CALPADS reports
for SELPA
• Letter will go out to Superintendents in
May
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CASEMIS TO CALPADS
(C2C)
TOM TORLAKSON
State Superintendent
of Public Instruction
• REMINDERS FOR EOY 3
– If “Removals to Interim Alternative Setting” > 1
for an LEA, data could be inaccurate – verify
with SELPA
• New fatal error when Removal to Interim
Alternative Setting has been populated for a
student WITHOUT a disability (no 144 program)
– Ensure that K-3 students are not being
suspended solely for Disruption/Defiance (Code
511)
• Verify using Report 7.4 - Discipline Actions - Count
by Offense
• Exception for “teacher suspensions” for
disruption/defiance
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CASEMIS TO CALPADS
(C2C)
TOM TORLAKSON
State Superintendent
of Public Instruction
• Special Education Division is now
requesting that LEAs obtain SSIDs for
preschoolers with plan type 30
(Pending evaluation)
– Do not submit SPRG record until student is
determined “eligible for services”
– If student is determined to be ineligible, exit
student with an N470 (No Show Exit)
• LEAs should NOT obtain SSIDs for any
K-12 students with plan type 30
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CASEMIS TO CALPADS
(C2C)
TOM TORLAKSON
State Superintendent
of Public Instruction
• CASEMIS Roadshows
– Spring roadshows have concluded
– Additional roadshows will be
announced in the Fall
– Sign up for the CASEMIS to
CALPADS listserv for updates
• http://www.cde.ca.gov/ds/sp/cl/listservs.
asp
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CAASPP AND CALPADS
TOM TORLAKSON
State Superintendent
of Public Instruction
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CAASPP and CALPADS
TOM TORLAKSON
State Superintendent
of Public Instruction
• When Should LEAs exit students from CALPADS?
And, what student data are used in reports?
– For 2017 summative testing ETS freezes the
demographic data it receives from CALPADS at the
end of the LEA’s testing window OR when the
student exits, whichever comes first, and uses these
data for reports in TOMS, the Online Reporting
System (ORS), and on the public Website
– This means…
• For students who leave during a selected testing window,
LEAs can and should exit their students when the student
exits—LEAs should not wait until the end of the testing
window
• Students who complete the school year at the school
should be exited at the end of the school year
• Demographic data for students who are not exited prior to
the end of the testing window will be frozen as of the end
of the testing window
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CAASPP and CALPADS
TOM TORLAKSON
State Superintendent
of Public Instruction
• Do NOT manually close any of the
following program records during the
testing window:
–
–
–
–
504 Accommodations
Special Education
Migrant
National School Lunch Program (NSLP)
• Keep in mind that NSLP records will
close automatically on the date you exit a
student
• Coordinate exit submissions with your
assessment coordinators!!
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CAASPP and CALPADS
TOM TORLAKSON
State Superintendent
of Public Instruction
• BEFORE THE END OF AUGUST
– Ensure student has a current-year
enrollment for interim testing
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DIRECT CERTIFICATION
TOM TORLAKSON
State Superintendent
of Public Instruction
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Direct Certification
Changes
TOM TORLAKSON
State Superintendent
of Public Instruction
• May Extract Includes:
– S – SNAP-Certified
– T – TANF-Certified
– M – Medi-Cal Free Certified*
– R – Medi-Cal Reduced Certified*
– N – Not Certified
*only 14 pilot LEAs will see all Mand R-certified students (available
statewide July 2, 2017)
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DC/CALPADS
Coordination
TOM TORLAKSON
State Superintendent
of Public Instruction
• July 2nd DC match is largest match of the
year
– Includes E155 exits
– Excludes all other exits
• Best practice is to have NEW incoming
students enrolled in CALPADS for the new
academic year by July 1 so they are
included in July match (Kinder or
matriculating students)
• This ensures they start receiving meals as of
the first day of school
• Work with your food service staff to
coordinate
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Direct Certification
Workshops
TOM TORLAKSON
State Superintendent
of Public Instruction
• Remaining DC workshop locations
and dates (times for all sessions
are 9:00 am to 1:00 pm):
– Corona-Norco
May 18 and 19
• See CALPADS Flash #124 for
registration instructions
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TOM TORLAKSON
State Superintendent
of Public Instruction
ESSA TEACHER
REPORTING
REQUIREMENTS
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ESSA Teacher Reporting
Requirements
TOM TORLAKSON
State Superintendent
of Public Instruction
• ANNUAL counts of minority and
socioeconomically disadvantaged
students compared to counts of nonminority, non-socioeconomically
disadvantaged students taught by the
following:
– “Ineffective Teachers”
– “Out-of-Field” Teachers
– Teachers with “Emergency or
Provisional Credentials”
– “Inexperienced Teachers”
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ESSA Teacher Reporting
Requirements
TOM TORLAKSON
State Superintendent
of Public Instruction
• CDE will report the following in
2017-2018 (no additional collection
requirements for LEAs)
– Teachers with “Emergency or
Provisional Credentials”
– “Inexperienced Teachers”
• A plan on how the remaining data
will be collected is still in
development
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ESSA Teacher Reporting
Requirements
TOM TORLAKSON
State Superintendent
of Public Instruction
• Professional Learning Support Division
will be holding stakeholder meetings over
the next two months to solicit input on the
term “Ineffective Teacher” which will be
included in the draft ESSA State Plan
• Could potentially affect “Out-of-Field”
definition as well
• Definitions will be sent to the State Board
for review in July 2017, finalized in
September 2017
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TOM TORLAKSON
State Superintendent
of Public Instruction
General Updates
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CALPADS Administrator
Account Renewal
TOM TORLAKSON
State Superintendent
of Public Instruction
• LEA Administrator applications
over one year old will be required
to submit a new application upon
password reset
• All users will be required to
annually renew their acceptance
the CALPADS Confidentiality and
Security Agreement
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WHY????!!!
TOM TORLAKSON
State Superintendent
of Public Instruction
• High % of expired
LEA Administrator
Accounts
• Local accounts
can ONLY be
created by the LEA
Admin
• Data in CALPADS
are highly
confidential – CDE
must know who
has access
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COMING SOON - GOOD
NEWS!
TOM TORLAKSON
State Superintendent
of Public Instruction
• LEA Administrator accounts will be
assigned ALL roles in CALPADS
• You WON’T need multiple
accounts if you wear many hats in
your LEA
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Exit Certification is Moving
to End-of-Year!
TOM TORLAKSON
State Superintendent
of Public Instruction
• We are considering moving the
certification of exits (grads and
drops) to a NEW EOY submission
• Fall 1 submission would only
reflect current year enrollments
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Potential Discipline
Anomalies
TOM TORLAKSON
State Superintendent
of Public Instruction
• CA reported a high % of K-3 students
committing:
– Sexual assault
– Sexual battery
– Sexual harassment
• Ensure sites are selecting the
appropriate Offense Code
• If offense does not meet Penal Code
definition – choose a different
offense code!!!!
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TOM TORLAKSON
State Superintendent
of Public Instruction
Additional Questions?
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