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Charter School Reporting Requirements

Charter School Reporting Requirements. Pr esented by: Gary Quiring, CSIS Implementation Specialist Fiscal Crisis & Management Assistance Team. Data Reporting Roadmap for the School Year. Data Reporting Roadmap Topics. State reporting changes for 2011-2012

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Charter School Reporting Requirements

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  1. Charter School Reporting Requirements • Presented by: Gary Quiring, CSIS Implementation Specialist • Fiscal Crisis & Management Assistance Team

  2. Data Reporting Roadmap for the School Year

  3. Data Reporting Roadmap Topics State reporting changes for 2011-2012 CALPADS roadmap for 2011-2012 & 2012-2013 Lessons learned Best practices Charter school closure requirements Data management services provided by FCMAT/CSIS Resources

  4. Changes in State Reporting 2011-2012

  5. State Reporting Changes • California Longitudinal Pupil Achievement Data System (CALPADS) • California Teacher Integrated Data Education System (CALTIDES) • California Basis Education Data System-Online Reporting Application (CBEDS-ORA) • Online Public Update for Schools-County-District-School (OPUS-CDS) • Assessment and Accountability • School Accountability Report Card (SARC)

  6. State Reporting Changes, cont. CALPADS • Fall 1, Fall 2, and Spring 1 • No new data elements • New code set values • Course group state • Added exploratory wheel/enrichment/activity class • Nonclassroom based or support assignment • Added other certificated noninstructional asssignment • Four updates to special education support assignments

  7. State Reporting Changes, cont. CALPADS • New code set values (cont) • Disability category • Changed mental retardation/intellectual disability • Country international standards organization • Retired, added, changed seven codes • English language acquisition status state • EO name definition updated – English or American Sign Language only

  8. State Reporting Changes, cont. CALPADS • Input validation rule changes in 2011-12 • SENR0031 • SINF0213 • SINF0216 • SINF0252 • SPRG0247 • SCSC0140 & SCSC0141 • Certification error changes in 2011-2012 • CERT046 • CERT093

  9. State Reporting Changes, cont. CALPADS • Certification report changes in 2011-2012 • Students with E230/330 exits are counted as Completer and graduate • Students with T460 exits are no longer counted as dropouts

  10. State Reporting Changes, cont. CALPADS • End-of-year reporting to be implemented 2011-12 • Course completion grades 7-12 • CTE participants, concentrators, and completers • Program participation grades K-12 • Student discipline • CAHSEE waivers

  11. State Reporting Changes, cont. CALPADS • End-of-year new code set values • Education program • Added 504 accommodation plan • Weapon category • Added multiple weapons w/firearm, multiple weapons w/o firearm

  12. State Reporting Changes, cont. CALTIDES • Funding was cut in the 2011-2012 budget • Development discontinued CBEDS-ORA • New questions added regarding modes of instruction, instructional technology and School Improvement Grant (SIG) participants • Removed data that will be collected via ASAM OPUS-CDS • No changes

  13. State Reporting Changes, cont. Assessment and Accountability • Three years of historical assessment data to be loaded into CALPADS – targeted for end-of-year implementation • SSID validation between assessment results and CALPADS • SSID, birth date and gender used for matching • May require some reconciliation to verify • Downloadable extracts – will use current fixed file formats

  14. State Reporting Changes, cont. Assessment and Accountability • Accountability will continue to use data from answer documents for 2011-12 • Anticipate multiyear phase-in for full CALPADS pre-id and scoring • Will be dependent on keeping CALPADS updated

  15. State Reporting Changes, cont. School Accountability Report Card (SARC) • Available via Ed-Data website:http://www.ed-data.k12.ca.us • Allows schools to create their SARC for posting on local website at no cost.

  16. Roadmap for 2011-12 & 2012-13

  17. 2011-12 Reporting Timelines March 2012 • Data submission – Spring 1 • Collection window: March 2, 2011 – March 1, 2012 • Information day – March 1, 2012 • Spring 1 snapshots available - March 2, 2012 • NO data submissions required if information is kept up-to-date in CALPADS • Otherwise • Submit SENR for new enrollments and exits • Submit SINF for any new students or changes for continuously enrolled students

  18. 2011-12 Reporting Timelines, cont. March – April 2012 • Certification reports review – Spring 1 • Certification deadline: March 28, 2012 • Amendment deadline: April 18, 2012 • Analyze and resolve fatal certification errors • Review preliminary reports and make corrections as needed • Distribute reports to data stewards for verification and signatures • Certify level 1 and level 2 • Print reports for records

  19. 2011-12 Reporting Timelines, cont. May – August 2012 • Data submissions – EOY • Collection window: 2011-2012 academic year • Snapshot reports available – May 14, 2012 • EOY 1: Course completion – 7-12 with exceptions • EOY 2: Program participation • EOY 3: Student discipline • EOY 4: CAHSEE Waivers

  20. 2011-12 Reporting Timelines, cont. May – August 2012 • Data submissions – EOY 1 • Collection window: 2011-2012 academic year • EOY 1: Course completion – 7-12 • Submit staff demographics (SDEM) for all teachers reported in course completion • Submit course section (CRSC) for all courses completed during the school year • Submit student course section (SCSC) for all courses completed during the school year

  21. 2011-12 Reporting Timelines, cont. May – August 2012 • Data submissions – EOY 2 • Collection window: 2011-2012 academic year • EOY 2: Program participation • Submit student program (SPRG) for programs students participated in during the school year

  22. 2011-12 Reporting Timelines, cont. May – August 2012 • Data submissions – EOY 3 • Collection window: 2011-2012 academic year • EOY 3: Student discipline • Submit student discipline (SDIS) for all Ed Code 48900 offenses occurring during the school year

  23. 2011-12 Reporting Timelines, cont. May – August 2012 • Data submissions – EOY 4 • Collection window: 2011-2012 academic year • EOY 4: Waivers • Submit student waivers (SWAV) for all 12th-grade students requesting CAHSEE waivers during the school year

  24. 2011-12 Reporting Timelines, cont. May – August 2012 • Certification reports review – EOY 1-4 • Certification deadline: July 18, 2012 • Amendment deadline: August 15, 2012 • Analyze and resolve fatal certification errors • Review preliminary reports and make corrections as needed • Distribute reports to data stewards for verification and signatures • Certify level 1 and level 2 • Print reports for records

  25. 2011-12 Summer Activities July - August • Close out 2011-12 records – Exits • Verify and post exit dates, exit reasons and completions status for all students who left during the 2011-12 school year • Matriculating students • Use exit reason E230 for students completing the highest grade offered at any school • Use completion status 480 for K-8 students • Students transferring to private schools, out-of-state or out-of-country, use Transfer exit code

  26. 2011-12 Summer Activities, cont. July - August • Close out 2011-12 records – Exits • Completers • Use exit reason E230 with appropriate completion code • Update the UC/CSU flag for all 2011-12 graduates • Verify Initial 9th-grade entry year for all graduates • Initial 9th-grade entry year is used for calculating the four-year completion rate

  27. 2011-12 Summer Activities, cont. July - August • Verify 2011-12 records are complete • Verify that student information (SINF) records are posted for all students that enrolled after 10/5/2011 and exited during the school year • Update English language acquisition status (ELAS) for students whose status has changed since last year (TBD, RFEP) • Update program membership end dates for free or reduced price meal (NSLP) records in 2011-12

  28. 2012-13 Submission Activities September – early October • Prep work • Attend vendor training and CALPADS training • Meet with data management team • Create and distribute 2012-2013 data submission calendar to key staff • Train local staff • Install vendor updates for local systems • Make sure all documentation is up-to-date • Check expected schools in OPUS-CDS • Verify charter school reporting status

  29. 2012-13 Submission Activities, cont. September – early October • Prep work (cont) • Obtain SSIDs for new students • Update no show dropouts with N420 - use exit code if known • Obtain SEIDs for new staff (demographics) • Exit staff who are no longer employed • Add/revoke CALPADS accounts for users • Add/update security roles for users (i.e., free/reduced meals, direct certification) • Verify/map codes

  30. 2012-13 Submission Activities, cont. September – early October • Prep work (cont) • Use ODS reports to check graduate and dropout lists • Resolve anomalies (ERDs, MIDs, CCEs) • Anomaly rate for combined MIDs and CCEs must be 2.0% or less for Fall 1 certification • Be a good CALPADS citizen – Resolve anomalies in a timely manner • Update exit codes if no information is available • Analyze causes of anomalies to identify problems with local practices • Train users on best practices for assigning SSIDs

  31. 2012-13 Submission Activities, cont. September – early October • Prep work (cont) • Complete data population for Fall 1 • Update student demographic changes • Update program eligibility/participation • Ensure initial 9th grade entry year for all high school students • Ensure Initial US enrollment date for ELs and students born outside of the US

  32. 2012-13 Submission Activities, cont. September – early October • Prep work (cont) • Complete data population for Fall 2 • Update demographic/job class/assignment changes • Increment staff years of service • After schedule is set - update course-section attributes

  33. 2012-13 Reporting Timelines October – February 2012 • Data submissions – Fall 1 • Information day – October 3, 2012 • Fall 2 snapshots available – October 4, 2012 • If regular enrollment updates have been submitted to reflect enrollment changes (entries and exits) – NO SENR is required • Submit student information (SINF) for all students enrolled on information day • Effective date MUST be on or after July 1, 2012 and on or before information day

  34. 2012-13 Reporting Timelines, cont. October – February 2012 • Data submissions – Fall 1 (cont) • Submit student programs (SPRG) for all students eligible and/or participating in NSLP, GATE, migrant ed, & special ed

  35. 2012-13 Reporting Timelines, cont. October – February 2012 • Certification reports review – Fall 1 • Certification deadline: December 2012 (exact date TBD) • Amendment deadline: February 2013 (exact date TBD) • Analyze and resolve fatal certification errors • Review preliminary reports and make corrections as needed • Distribute reports to data stewards for verification and signatures • Certify level 1 and level 2 • Print reports for records

  36. 2012-13 Reporting Timelines, cont. October – February 2012 • Data submissions – Fall 2 • Information day – October 3, 2012* • Fall 2 snapshots available – October 4, 2012 • Submit and post staff demographics (SDEM) for all certificated staff employed on information day* • Submit and post staff assignments (SASS) for all certificated staff • Full replacement • Strategies for LEAs with multiple users submitting data * Plus 30 days for year-round schools that are off-track on information day

  37. 2012-13 Reporting Timelines, cont. October – February 2012 • Data submissions – Fall 2 (cont) • Submit and post course section (CRSE) for all courses offered on information day* • Submit and post student course section (SCSE) for all students enrolled on information day* * Plus 30 days for year-round schools that are off-track on information day

  38. 2012-13 Reporting Timelines, cont. November 2012 – February 2013 • Certification reports review – Fall 2 • Certification deadline: January 2013 (exact date TBD) • Amendment deadline: February 2013 (exact date TBD) • Analyze and resolve fatal certification errors • Review preliminary reports and make corrections as needed • Distribute reports to data stewards for verification and signatures • Certify level 1 and level 2 • Print reports for records

  39. 2012-13 Reporting Timelines, cont. March – April 2013 • Data submission – Spring 1 • Collection window: March 2, 2012 – March 1, 2013 • Information day – March 1, 2013 • Spring 1 snapshots available - March 2, 2013 • NO data submissions required if information is kept up-to-date in CALPADS • Otherwise • Submit SENR for new enrollments and exits • Submit SINF for any new students or changes for continuously enrolled students

  40. 2012-13 Reporting Timelines, cont. March – April 2013 • Certification reports review – Spring 1 • Certification deadline: March 2013 (exact date TBD) • Amendment deadline: April 2013 (exact date TBD) • Analyze and resolve fatal certification errors • Review preliminary reports and make corrections as needed • Distribute reports to data stewards for verification and signatures • Certify level 1 and level 2 • Print reports for records

  41. 2012-13 Reporting Timelines, cont. May – August 2013 • Data submissions – EOY • Collection window: 2012-2013 academic year • Snapshot reports available – June 2013 (exact date TBD) • EOY 1: Course completion – 7-12 with exceptions • EOY 2: Program participation • EOY 3: Student discipline • EOY 4: Waivers

  42. 2012-13 Reporting Timelines, cont. May – August 2013 • Data submissions – EOY 1 • Collection window: 2012-2013 academic year • EOY 1: Course completion – 7-12 • Submit staff demographics (SDEM) for all teachers reported in course completion • Submit course section (CRSC) for all courses completed during the school year • Submit student course section (SCSC) for all courses completed during the school year

  43. 2012-13 Reporting Timelines, cont. May – August 2013 • Data submissions – EOY 2 • Collection window: 2012-2013 academic year • EOY 2: Program participation • Submit student program (SPRG) for programs students participated in during the school year

  44. 2012-13 Reporting Timelines, cont. May – August 2013 • Data submissions – EOY 3 • Collection window: 2012-2013 academic year • EOY 3: Student discipline • Submit student discipline (SDIS) for all Ed Code 48900 offenses and any truancies occurring during the school year

  45. 2012-13 Reporting Timelines, cont. May – August 2013 • Data submissions – EOY 4 • Collection window: 2012-2013 academic year • EOY 4: Waivers • Submit student waivers (SWAV) for all 12th-grade students requesting CAHSEE waivers during the school year

  46. 2012-13 Reporting Timelines, cont. May – August 2013 • Certification reports review – EOY 1-4 • Certification deadline: July 2013 (exact date TBD) • Amendment deadline: August 2013 (exact date TBD) • Analyze and resolve fatal certification errors • Review preliminary reports and make corrections as needed • Distribute reports to data stewards for verification and signatures • Certify level 1 and level 2 • Print reports for records

  47. Lessons Learned

  48. Lessons Learned • Attending training (and paying attention) will save you time in the long run • Make sure your vendor software is up-to-date • Verify your code sets every year • Train your staff every year • Review changes, common problems, shortcuts, & critical dates

  49. Lessons Learned, cont. • Keeping your data updated in CALPADS throughout the year will save you frustration (and extra data submissions) • Things go wrong • There are many single points of failure • You may need a contingency plan • CALPADS may not be available for last minute processing • It may not even be your mistake

  50. Lessons Learned, cont. • Small changes can have a big impact • If you have to do a lot of data reconciliations for start date mismatches – you need to find out why and fix it • Same thing for anomalies • Sometimes it is the system’s fault

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