Foster and Homeless Youth Services Summit

1. Foster and Homeless Youth Services SummitRiverside and San Bernardino CountiesFoster Youth and Homeless Data and CALPADSMarch 16, 2017

2. Agenda • LCFF Foster Definition • CALPADS Foster Match Process • CDSS Data File • CDE Match Process • Local Match Functionality • Match Results • CALPADS Foster Reports • DataQuest Foster Reports • Homeless Data • Funding/Accountability Determinations

3. LCFF Foster Definition

4. LCFF Foster Definition • Under LCFF Foster Youth are: (Education Code Section 42238.01(b)) • A child or youth who is the subject of a petition filed under Welfare and Institutions Code (WIC) Section 300, including children who: • Are living at home while a dependent of the court OR • Are living in an out-of-home placement

5. LCFF Foster Definition • Under LCFF Foster Youth are: (continued) • A child or youth who is the subject of a petition filed under WIC Section 602, meaning a court has taken jurisdiction over a child and declared the child to be a ward of the court due to the child’s violation of certain criminal laws AND • has been ordered by a court to be removed from home pursuant to WIC Section 727 and placed in foster care as defined by WIC Section 727.4(d) NOTE: Based on this definition not all 602’s are included. Those in a juvenile facility are not included, but juvenile halls receive supplemental funding for all students. Whether probation departments input foster youth into CWS/CMS is a local decision.

6. LCFF Foster Definition • Under LCFF Foster Youth are: (continued) • A youth between ages 18 and 21 who is enrolled in high school, is a non-minor dependent under the placement responsibility of child welfare, probation, or a tribal organization participating in an agreement pursuant to WIC Section 10553.1 AND • is participating in a transitional living case plan

7. LCFF Foster Definition • The LCFF definition is “strict” in part because counts of students meeting the definition are used for funding calculations • LEAs may adopt a broader definition, that for example, includes voluntary placements, or those in legal guardianships

8. CALPADS Foster Match Process

9. CALPADS Match Process • CDSS File • State Match Process • Local Match Functionality • Match Results

10. CDSS File • CDSS is the authoritative source for who is a foster youth under LCFF • CDSS pulls the appropriate foster youth from CWS/CMS and provides them in a file to CDE on a weekly basis • CDSS provided a communication to county welfare departments on what they pull from CWS/CMS

11. CDSS File • Fields in CDSS file used for matching • First, Middle, Last Name • Birthdate • Enrollment Data (3 years) – to match with CALPADS enrollment data • District Code and District Name • School Code and School Name • Enrollment Start Date and End Date • Placement Data (three years) – to match to CALPADS Address • Zip Code

12. CDSS File • Fields in CDSS file passed through as information for LEAs • 10 Digit Client ID • 19 Digit Case ID • Case Start Date • Whether student is in placement or family maintenance • Episode Start Date and End Date (of placement) • County of Jurisdiction • Social Worker Name & Phone Number • Court Appointed Educational Representative Name & Phone Number • Parental Rights Limited (Y/N) • Responsible Agency (Child Welfare or Probation)

13. CDSS File • Due to time lags between when events occur and CWS/CMS is updated with those events, data in CALPADS may not be up-to-date • This is especially true for closed cases

14. State Match Process STEP 1: • All youth in CDSS file are matched based on First/Middle/Last name, Date of Birth, one overlapping district or school of enrollment STEP 2: • All youth who are not matched in Step 1, are matched based on First/Middle/ Last name, Date of Birth, overlapping placement/address zip codes STEP 3: • All youth who are not matched in Steps 1 or 2 are still maintained in CALPADS, but do not show up on any county or LEA reports

15. State Match Process • Key to a successful match are: • Timely enrollment updates in CALPADS • If student enrollment is not submitted to CALPADS, they won’t show up • Timely and quality data in CWS/CMS, especially school enrollment data • If student is not in CWS/CMS with all data used for matching, they won’t be matched

16. State Match Process • Key area for improvement • Social Workers populating the correct school or district of enrollment in CWS/CMS using the DROP DOWN menu and NOT typing in the name • It is important to use the drop down menu because those schools have a code attached (invisible to user), which is used in the match process NOTE: In first run 72% of unmatched records had missing school or district code, meaning school/district names had been typed in

17. Local Match Functionality • Use local match functionality in CALPADS when you have information that an enrolled student is a foster youth AND you have that student’s 19 digit case ID or 10 digit Client ID (it is more likely you will have the student’s 19 digit Case ID) • A mini-tutorial on the Foster Youth Local Match in CALPADS is available here: http://csis.fcmat.org/Pages/Mini-Tutorial-Clips.aspx

18. Local Match Functionality

19. Local Match Functionality • Input SSID • Input 10-digit Client ID or 19-Digit Case • Click “Search”

20. Local Match Functionality • Since all unmatched Client IDs/Case IDs received from CDSS are maintained in CALPADS, if an ID is “found” the LEA can “match” the student and the student will then be included in CALPADS foster reports • Before matching check student name and demographics to make sure it is the same student

21. Local Match Functionality If there is no match using the Local Match Functionality it means: • The student does not meet the LCFF definition of Foster Youth, for example the student may be “voluntary” (Remember, it is a local decision whether to serve the student) • The student may have Multiple Identifiers (SSIDs) – CALPADS functionality is being enhanced to address this problem • The Client or CASE ID is incorrect • If you believe there is an issue, submit a Service Desk ticket to CALPADS

22. Statewide Match Results (2014-15) • Match rate for all foster youth received from CDSS in 2014-15 was 94.9% • Match rate for foster youth in K-12 age range (5 – 18) was 98.7% • County level match results also available on DataQuest

23. CALPADS Foster Reports

24. CALPADS Foster Reports • To access CALPADS, user needs user name, password, and be granted specific role(s) • The LEA CALPADS Administrator provides role-based access to staff in LEA • To access foster reports, the LEA CALPADS Administrator must grant staff person specific foster role

25. CALPADS Foster Reports • CALPADS security is to keep CALPADS “safe” • LEAs should develop local policies as to who, within the LEA, the foster information (reports) should be shared with

26. CALPADS Foster Reports • Weekly Foster Reports: • Shows all CURRENT foster students • If a student is no longer a foster youth, he/she drops off report and shows up in Former Foster report • Former Foster Report: • Shows all foster students during the academic year who had been foster • Purpose of this report is to help LEAs identify the students who are no longer foster, and is purged at the end of the school year • Local decision as to how best to serve foster students who transition out of foster care during the school year

27. CALPADS Foster Reports • Districts have access to: • 5.6 Foster Youth Enrolled – Count • 5.7 Foster Youth Enrolled – Student List • 5.8 Former Foster – Student List • COEs have access to: • C/A 5.6 Foster Youth Enrolled – Count • C/A 5.7 Foster Youth Enrolled – Student List

28. CALPADS Report 5.6 Foster Youth Enrolled - Count • Report provides an aggregate count of currently enrolled foster youth at the LEA and school by grade level currently enrolled • Report shows aggregate count for students: • “Foster Placement” – students in out-of-home placement • “Foster Family Maintenance” – students living at home receiving family maintenance services

29. CALPADS Report 5.6 Foster Youth Enrolled - Count

30. CALPADS Report 5.7Foster Youth Enrolled – Student List

31. CALPADS Report 5.7Foster Youth Enrolled – Student List

32. CALPADS Report C/A 5.6 Foster Youth Enrolled - Count

33. CALPADS Report C/A 5.6 Foster Youth Enrolled - Count • Provides aggregate counts by districts and schools in the county, with ability to view: • Foster students enrolled in my county/placed by my county • Foster students enrolled in my county/placed by another county • Foster students enrolled in another county/placed by my county

34. CALPADS Report C/A 5.7Foster Youth Enrolled – Student List • Provides same detailed information as LEA student level report 5.7 • Unlike other CALPADS reports, provides COEs access to student level data of students not enrolled in a COE school • Provides for each student, the county of jurisdiction and county of enrollment • Future enhancement—Add students in county’s jurisdiction but who are not matched

35. CALPADS Foster Reports • County Offices of Education (COEs), districts, schools should establish business processes for routinely using the data provided in the foster reports • Once more years of summary data are available it can better inform LCAP goals and activities, helping determine need for services and resource allocation at the COE, district, and school levels • Individual level data can be used to coordinate services for individual foster students

36. Foster DataQuest Reports

37. DataQuest Reports

38. DataQuest Reports

39. DataQuest Report: Count and Match Rate By County of Jurisdiction • Look at your county’s match rate. How does it compare?

40. DataQuest Report:Count of Matched Foster Students by County of Enrollment and Grade • Click on your county and review districts in your county • Where were most of the foster students? • How were foster students distributed across grades?

41. DataQuest Report:Count of Matched Foster Students by County of Enrollment and Grade • In Contra Costa County, Antioch Unified had 30% of the county’s foster in 2014-15 • NOTE: Students are duplicated across districts; in other words, a student is counted once in each district that they were enrolled in

42. DataQuest Reports:Achievement • State, County, District Level Reports • Scores reflected where student took test • Smarter Balanced Test Results for English Language Arts • Statewide report by county for foster students • Foster students and non-foster students by district, grade • Foster/non-foster by race/ethnicity • Smarter Balanced Test Results for Mathematics • Statewide report by county for foster students • Foster students and non-foster students by district, grade • Foster/non-foster by race/ethnicity

43. DataQuest Reports:Achievement - Summary

44. DataQuest Report:Cohort Outcome Data for the Class of 2014-15Statewide Results • Note: Methodology used to determine the Foster Youth subgroup available here.

45. Homeless Data

46. Homeless Data LEAs submit whether a student is homeless in the Student Program File (SPRG) in the following fields: • 3.13 Education Program Code (Homeless = 191) • 3.15 Education Program Membership Start Date • 3.16 Education Program Membership End Date • 3.23 Homeless Dwelling Type Code • 3.24 Unaccompanied Youth Indicator • 3.25 Runaway Youth Indicator

47. Homeless Data Best practice is to: • Establish homeless status at the beginning of each school year and update CALPADS prior to Census Day (first Wednesday in October) • Based on information: • Close homeless records, • Open new homeless records, or • Leave homeless records in place • Working with homeless liaison, maintain data throughout year as statuses change

48. Homeless Data • This practice helps to ensure: • Homeless students are included in LCFF funding • End-of-Year cumulative count used for federal reporting is accurate

49. CALPADS Homeless Reports LEA Reports: • 5.4: Homeless Students Enrolled – Unduplicated Count by School • 5.5: Homeless – Student List • County Report: • C/A 5.4: C/A Homeless Students Enrolled – Unduplicated Count by LEA

50. CALPADS Homeless Report • Future enhancement: will add Unaccompanied Youth Indicator and Runaway Youth Indicator to the report