CALPADS Changes for the 2014-2015 Academic Year and Q&A

1. California Department of Education 2014 Statewide Workshop Series CALPADS Changes for the 2014-2015 Academic Year and Q&A

2. Introduction Brandi Jauregui, Staff Information Systems Analyst CALPADS/CBEDS/CDS Operations Office Lead Analyst on the CALPADS Project since 2009

3. Agenda • 2014-2015 CALPADS Major Changes Summary • Student Information File Changes • Student Enrollment File Changes • Student Program File Changes • Addition of new Student English Language Acquisition File • General CALPADS Q&A

4. General Change Implications • End-of-Year Submission window will be shortened (July 18th) • NO AMENDMENT WINDOW • System shut down July 19th – July 28th to implement changes

5. CALPADS Data Takes Center Stage • CALPADS data have become critical to funding, accountability, and assessment functions • Disadvantaged student counts for Local Control Funding Formula (LCFF) supplemental and concentrations grants • Student enrollment/exit, demographic, and program data are used to determine accountability subgroups • Enrollment data will be used to register students for the Smarter Balanced computer-based assessments.

6. 2014-15 Change Overview • High stakes data requires better quality. Highlights of the 2014 – 2015 changes include:  • Redistribution of elements in the Student Information (SINF) file • Reduces frequency of submission • Utilizes students’ Grade Level from the Student Enrollment (SENR) record  • Easier to associate a grade level with a specific enrollment • Requires enrollment records to be exited at the end of each school year • Creates a new file - Student English Language Acquistion (SELA) file, for the submission of English learner data • Reduces redundancy of records, increases data integrity 

7. 2014-15 Change Overview • Moves the District of Geographic Residence and Student School Transfer (formerly Interdistrict Transfer Category) fields to the SENR file format • Also adds two new Student School Transfer Codes to capture types of county office transfers for LCFF calculations • Adds new education program codes and data elements to the Student Program (SPRG) file format and retires the Primary Residence Code. • Homeless Program • Foster Program

8. Student Information File (SINF) Changes

9. Current SINF Student Information File • Grade Level Code • Interdistrict Transfer Code • District of Geographic Residence • Student Name Elements • Student Birth Date • Student Gender Code • Student Birth City • Student Birth State or Province • Student Race/Ethnicity Elements • Parent Highest Education Level • Parent/Guardian Name Elements • Address Elements • Student Initial US School Enrollment Date • Primary Language Code • English Language Acquisition Status Code • English Language Acquisition Status Start Date • Primary Residence Category Code • Student Proficient or Advanced for ELA Code • Remove all filler fields

10. NEW SINF Student Information File • Move to SENR • Grade Level Code • Interdistrict Transfer Code • District of Geographic Residence • Student Name Elements • Student Birth Date • Student Gender Code • Student Birth City • Student Birth State or Province • Student Race/Ethnicity Elements • Parent Highest Education Level • Parent/Guardian Name Elements • Address Elements • Student Initial US School Enrollment Date • Move to NEW SELA • Primary Language Code • English Language Acquisition Status Code • English Language Acquisition Status Start Date • RETIRE • Primary Residence Category Code • Student Proficient or Advanced for ELA Code • Remove all filler fields

11. SINF – Change in Business Practice • Remaining information generally DOES NOT CHANGE • Only required for NEW SSIDs and not for existing students unless there is a change • Address info. should be updated annually (direct certification) • Student Address file subtype will be available for these changes

12. SINF – Change Benefits • Reduces redundant data • Only static data remain in the SINF • Reduces frequency of submission • Only required when data actually change (e.g., student address) • Moves elements that are known to change to other files

13. Change Detail Summary – Student Information File

14. Questions?

15. Student Enrollment (SENR) File Changes

16. SENR Grade Level Changes • Updated through the SENR • Student School Start Date renamed Enrollment Start Date • Two new Exit codes • mid-year updates (E150) • year-end enrollment exits (E155) • Convert students’ grade histories to align with their enrollment histories

17. SENR- Grade Level Business Practice Changes • LEAs must exit all students at the end of the year with E155 (Year End Enrollment Exit) and a date of the last day of school (if returning to same school) beginning in May 2014 • LEAs must enroll/reenroll all students each year with the date of the first day of school and a new grade level (if changed) • SINF is NO LONGER REQUIRED ANNUALLY • Any changes to grade data prior to 2014–15 can only be made online (no batch files)

18. SENR - Grade Level Change Benefits • Makes a student’s grade level clear throughout the year • Smarter Balance registration • 4-year cohort graduation rate • Resolves summer concurrent enrollment issue

19. SENR Changes for Local Control Funding Formula (LCFF) • District of Geographic Residence and Student School Transfer fields are moved from SINF to SENR • Two new transfer codes are added for county office of education (COE) to indicate the type of transfer • Students transferring to COE voluntarily will be counted at districts of residence for supplemental and concentration grants

20. SENR - LCFF Business Practice Changes • COEs must identify the following student populations for LCFF • Type “C” (expelled per Education Code Section 48915, on probation, or probation referred) • Juvenile Court students • All Others (voluntary transfers) • These students will be counted at district of residence for supplemental and concentration grants.

21. SENR – LCFF Change Benefits • Enables the collection of data required for LCFF calculations pursuant to statute

22. Change Detail Summary – Student Enrollment File

23. Questions?

24. Student Program (SPRG) File Changes

25. SPRG – Program Membership Code Changes • Changes to Use of Membership Code • Certain programs will always be treated as “eligible” and other programs will always be treated as “participating” • Data submitted in Education Program Membership Code field will be ignored • When a student exits a school, select program participation records will automatically be closed • Title I Targeted • Opportunity Program • Pregnant or Parenting • Transitional Kindergarten • 504 Accommodation Plan • Title I Part A Neglected • California Partnership Academy

26. SPRG – Program Membership Code Changes • Free or Reduced-Price Meal Program Records will now be closed automatically at the end of the year, regardless of exit code

27. SPRG – Program Membership Code Change in Business Practice • LEAs no longer have to consider whether to submit a program as eligible or participating • LEAs no longer have to close program records when exiting a student • LEAs no longer have to close NSLP records at the end of the year

28. SPRG – Program Membership Code Change Benefits • Streamlines the rules for processing program data • Saves time spent on closing program records

29. SPRG – Foster Program Change • Adding new foster program code • Program Code 190 (Foster Program) • Adding new field, Student Foster Identifier (Client ID) • Must be populated if this type of program record is submitted • Separate process to identify foster students via a direct matching process with Department of Social Services

30. SPRG – Foster Program Change in Business Practice • LEAs that identify foster youth – based on a local match conducted with their county welfare departments – who are not identified by the statewide match should submit a program record to CALPADS identifying the student’s foster status • Should ONLY include students placed into foster care by court order • NOT students who are voluntarily placed • Currently working with legislative staff to clarify the definition of “foster students” for LCFF

31. SPRG – Foster Program Change Benefits • Provides LEAs that identify foster youth based on local matches conducted with county welfare departments with a way to submit students’ foster statuses to CALPADS for purposes of LCFF

32. SPRG – Homeless Program Change • Adding new homeless program code • Program code 191 (Homeless Program) • Adding three new elements submitted for homeless students only • Homeless Dwelling Type • Code values stay the same as previous homeless codes in Primary Residence Category • Unaccompanied Youth Indicator • Runaway Indicator

33. SPRG – Homeless Program Change in Business Practice • LEAs must collect two new statuses (unaccompanied youth and runaway) for homeless students; required for federal reporting

34. SPRG – Homeless Program Change Benefits • More effectively maintains homeless data • Enables the collection of additional information about homeless students required for federal reporting

35. Change Detail Summary – Student Program File

36. Questions?

37. Student English Language Acquisition (SELA) File Changes

38. SELA - Changes • New Student English Language Acquisition (SELA) file will include: • Primary Language Code • English Language Acquisition Status Code • English Language Acquisition Status Start Date

39. SELA – Change in Business Practice • Primary language will no longer be used as a weight in SSID scoring (removed from SENR) • Records should only be submitted when there is a change in status and upon creation of a new SSID • “To Be Determined” will only be allowed as the first status for a new SSID • The SSID extract will include students’ current ELAS facilitating upload of this data in local systems • When LEAs submit a duplicate ELAS with a later start date, CALPADS will inform the user that the data will be ignored.

40. SELA – Change Benefits • Removing the primary language from SSID scoring will improve the list of students available for matching • Processing the SELA in a transactional manner will make it clear when students’ statuses change • Including the ELAS in the SSID Extract will enable LEAs a way to update their systems with the ELAS of new students • Reduces the amount of redundant data currently in CALPADS

41. Change Detail – Student English Language Acquisition file

42. General CALPADS Q&A

43. Contact Information CALPADS/CBEDS/CDS Operations Office Brandi Jauregui, Staff Information Systems Analyst Bjauregu@cde.ca.gov * 916-327-7367 California School Information Services (CSIS) 916-325-9200 (Main Line) CALPADS Support Desk Calpads-support@cde.ca.gov