CALPADS and CAASPP Integration

1. November 17, 2015 Paula Mishima, AdministratorEducational Data Management DivisionCalifornia Department of Education CALPADS and CAASPP Integration

2. Agenda • CALPADS Overview • Data Flow – CALPADS to TOMS • The CALPADS Data in TOMS • TOMS Demographic Page • CALPADS Data Used in Reporting • 2015–16 Changes in CALPADS-TOMS Processes • Reminders and Tips

3. CALPADS Overview • CALPADS collects and maintains individual student data longitudinally in the CALPADS Operational Data Store (ODS) • LEAs can update CALPADS anytime, therefore data in the CALPADS ODS change on an ongoing basis • Student enrollments and exits are updated most often • LEAs are required to exit all students at the end of the school year and re-enroll them the following year

4. CALPADS Overview • CALPADS data are used at the state level for many different purposes, including: • Federal and State reporting • Funding determinations • Accountability calculations • Test registration for Smarter Balanced assessments (interim and summative) • Pre-identification for other CAASPP tests, and the California English Language Development Test (CELDT)

5. CALPADS Overview • CALPADS is the authoritative source for student enrollment, demographic and program data for the Test Operations Management System (TOMS) • All updates must be made in CALPADS because LEAs cannot update student enrollment, demographic, or program data in TOMS • The only student level data LEAs upload directly into TOMS are test assignments (CAA, CAPA, CMA science, STS, RLA), student-level accommodations specified in the Individualized Education Plans (IEPs) of students with disabilities

6. Data Flow - CALPADS to TOMS • CALPADS data is extracted every night (Sunday – Thursday) and mapped into a TOMS export file for delivery to TOMS • Student data extracted include student enrollment, demographic, and program data • Sometimes multiple CALPADS data elements are mapped or translated into a simplified indicator in the file sent to TOMS

7. Data Flow - CALPADS to TOMS Student-level CALPADS submission Local Educational Agency CALPADS Student-level accommodations* Student-level test registration Test Operation Management System (TOMS) * Reference Smarter Balanced Usability, Accessibility, and Accommodations Guidelines(http://www.cde.ca.gov/292859)

8. CALPADS to TOMSData Flow Nightly extraction of student-level data from CALPADS Operational Data Store (ODS) which is uploaded to TOMS. START 1 Continues through testing window* Updating CALPADS ODS with enrollment, demographic, and program data 2 4 LEAs review TOMS, verify data uploaded, and submit designated supports and accommodations directly to TOMS TOMS automated process determines any updates, deletions, and/or additions 3

9. Data Flow - CALPADS to TOMS Turnaround time:

10. The CALPADS Data in TOMS • CALPADS sends the most current open primary and short term enrollments (Enrollment Status = 10 or 30) for grades K-12, UU, UE, US • If a student is concurrently enrolled, CALPADS sends the enrollment with the most recent start date • Therefore, concurrent enrollments (CCEs) do not need to be resolved for a student to test unless the latter LEA enrolled the student in error

11. CALPADS Data onTOMS Student Demographic Page • What CALPADS data do users see in the student demographics page in TOMS? • Following tables map the fields viewed in TOMS back to CALPADS fields • If there is a “wrong” data for an individual student on the student demographic page, work with CALPADS staff to address issue; the tables help identify the CALPADS elements to check

12. Mapping of TOMS to CALPADS NOTE: The fields in red are a priority to begin testing

13. Mapping of TOMS to CALPADS

14. Mapping of TOMS to CALPADS

15. Mapping of TOMS to CALPADS

16. Questions About Data Displayed in TOMS • CELDT proficiency level appear to be incorrect • Data was not incorrect, just out-of-date • 2014–15 post DRM CELDT results are currently loaded in CALPADS so data should be current • Race/Ethnicity appear to be incorrect • Due largely to federal reporting business rules • Changes made to help address confusion

17. Mapping Race/Ethnicity Data

18. CALPADS Data Used in Reporting • CALPADS data are used to determine the student subgroups shown in the Test Results tab of the CAASPP Web Site • The data used to determine the subgroups are based on “tested location” and is what was current for the student when the data was last pulled from CALPADS

19. CALPADS Data Used in Reporting

20. CALPADS Data Used to Determine Economically Disadvantaged Subgroup

21. CALPADS Data Used In Reporting • This testing year LEAs will be able to see aggregate test results by race/ethnicity, and in the future “economic status,” and “English-Language proficiency” through the Online Reporting System (ORS) in TOMS during the testing window • LEAs should review these aggregates to identify any subgroups that appear to be incorrect so that data can be corrected in CALPADS during the testing window • NOTE: ORS aggregates to latest enrolled school data and the public reporting aggregates to tested location

22. CALPADS Data Used In Reporting • For aggregate results of other subgroups are not currently available through ORS, LEAs should review CALPADS ODS reports during the testing window to identify and correct any data issues • Report 1.1 – Enrollment - Primary Status by Subgroup • Report 1.17 – FRPM/English learner/Foster Youth - Count

23. CALPADS Data Used in Accountability • CDE calculates student subgroups for accountability purposes (e.g. AYP) using the most up-to-date demographic and program data in the CALPADS ODS and not the data in TOMS • CDE informs LEAs when ODS data will be pulled for this purpose • CDE will continue to provide LEAs with the opportunity to preview and update data for students included/not included in accountability metrics prior to final calculation and posting of accountability measures

24. Changes for 2015-16 • LEAs will only be able to load accommodations for students with disabilities if there is a Special Education or 504 Accommodation Plan record in CALPADS - Therefore, it is critical that LEAs update CALPADS with students’ Special Education and Section 504 Accommodation Plan program records • Grade level will be “locked” down during testing

25. Reminders and Tips • Work closely with CALPADS staff • Recognize that they have other data submission activities related to CALPADS and understand their crunch times • Encourage loading of CALPADS enrollments at the beginning of the school year in order to enable use of Smarter Balanced interim tests • Encourage ongoing frequent updates to CALPADS during the school year as students come and go • Communicate the test schedule to CALPADS staff, explaining that students cannot test unless there is an enrollment in CALPADS • Remember that there is a one-day lag between uploading enrollment/changes to CALPADS and the appearance of those updates in CALPADS

26. Reminders and Tips • Keep local special education and general student information systems in sync • This will help ensure CALPADS has current special education and 504 Accommodation plan records • Keep student mailing addresses current in CALPADS • This is important if your LEA opts for addresses on Individual Student Reports (ISRs) • CDE recommends that LEAs submit and maintain student mailing addresses in CALPADS for students that have both a residential and mailing address

27. Reminders and Tips • During the testing window review: • Subgroups in ORS reports to identify any potential issues • CALPADS ODS reports for any subgroup data not yet available in ORS to identify any potential issues • Address data issues by updating CALPADS during the testing window

28. CALPADS Resources A wealth of information can be found on the CALPADS Home page: http://www.cde.ca.gov/ds/sp/cl/ • CALPADS File Specifications and Code Sets • Release Updates and Known Issues • Error List • Flash Updates • Data Guide • FAQs

29. Contact Information California Department of Education CALPADS Operations Office 916-324-6738 calpads@cde.ca.gov http://www.cde.ca.gov/ds/sp/cl/ Service Desk (Operated by California School Information Services) 916-325-9210 calpads-support@cde.ca.gov http://csis.fcmat.org/

30. Contact Information • For questions related to TOMS, please contact: California Technical Assistance Center (CalTAC) 800-955-2954 caltac@ets.org http://caaspp.org

31. Questions