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Dear Administrators,
We are gearing up for the Fall Data Submission to the State (formerly known as CBEDS
Reporting). We are also in the process of obtaining state identifiers for our 2000+ new
students due by October 15th. This email is intended to give you an overview of state
reporting and identifier processes for the district and to give you a heads up about the
requests we will making over the next couple of months.
The biggest change can be summed up by the fact that we submit detailed, granular
information that is then aggregated by the CDE. As an example, Instead of simply
stating we have 20 Korean students at a particular school, we submit detailed
information on each of our approximately 14,000 students and the CDE counts the
numbers. This involves extracting information from our Student Information System
(SchoolMax) and submitting it to the CDE through CSIS (California School Information
Services). It means that the information in our SIS - SchoolMax - is more
comprehensive every year, and must be accurate and complete. Our district has been
participating in this new data collection process for the past three years and it has
changed many ways we do things in our district. Assessment is also affected because
we must obtain state identifers by the 15th of every month for all new students. The
more information we have in the SIS, the better we can meet not only state reporting
requirements, but also other district and school information needs. Really it is thanks to
the efforts of school secretaries, clerks, and registrars, as well as district staff including
Jennifer Alcazar, Elizabeth Archibald, Laura Segreto, Paul Bauer, Susan Colbeck,
Cynthia Wright, and Judy Osborne that SCUSD has a very complete database, and we
appreciate all their very hard work over the past few years in making this happen. They
are truly awesome!
This fall’s state reporting process will take a couple of months and in the end we will
have:
a) Obtained over 2000 state identifiers for students new to our district (must be
completed by October 13th).
b) Updated the CDE with basic information on every student who attended our
district any time in the past year through a process called “Enrollment
Update”. This information is used for the CDE’s statewide identifier database
and is used for providing baseline data for the upcoming CALPADS
(Califonia Longitudinal Pupil Achievement Data System) database. The
counts obtained from this process have replaced the enrollment counts from
the CBEDS School Information Form (SIF). All California school districts
participate in this process.
c) Submitted the “revised” CBEDS reports. The CBEDS reports include the
County/District Information Form, School Information Form, and the
Professional Assignment Information Form. “Revised” reports because the
School Information Form no longer collects enrollment counts since this is
collected through the enrollment update process mentioned in item b. We
submit almost our entire SIS database including the master schedule (in
other words we submit much more than student information.)
Every year the CDE adds to the information collected – recently mainly to meet NCLB
requirements. For example, highly qualified status of each teacher matched to the
subject they are teaching, credential numbers, free and reduced lunch, migrant
education, and the special education status of students are new data requirements in
the past couple of years.
We will be contacting your staff and working with district departments over the next
couple of months to verify and correct information in our SIS. We have already started
this process by contacting secretaries and registrars to complete or correct information
needed to obtain student identifiers. It means that corrections to required information
must be made in a timely manner on an ongoing basis. We don’t have many
corrections that need to be made because the school staff is so dedicated and good!
However, when we do have corrections, they must be made quickly or we delay the
reporting and identifier process. Any help you can give us in communicating to your
staff that making corrections to information in SchoolMax is a priority would be a great
help to us. We think the best ongoing process for this is to have a practice of
downloading the demographic file on a weekly basis and filtering for missing
information.
Highlight of Upcoming Items for School Staff over the next couple of months
(same as what we have done over past few years):
1) Identifiers - Corrections to missing information in SchoolMax needed to obtain
identifiers. You will receive an email to share with your staff describing the
best way to approach this on an ongoing basis using the demographic file.
This is a familiar process to many school staff.
2) Selecting the correct identifier for students who have more than one possible
match in the statewide database. This is a familiar process for the secretaries
and registrars for the past few years. We will be sending lists out tomorrow
and need the selection process complete by Wed. October 11th in order to
meet the October 15th deadline.
3) Verification of dropouts for secondary schools grades 7 -12. An email will be
sent to the principals/vice-principals regarding this following this email.
4) PAIF distribution and corrections, including Highly Qualified Status. More
information will be coming regarding this in meetings scheduled for next
week.
5) Verification of high school graduates who have met UC/CSU requirements.
6) Review and make corrections to the state reports for your school before we
certify the information to the CDE.
If you have any feedback about this or any suggestions or comments, please let me
know.
Thank you!
Sincerely,
Beth Breedlove
Information Technology Group
Santa Clara Unified School District
1889 Lawrence Road
Santa Clara, CA 95051
408-423-2217 - Phone
408-423-2284 - Fax
bbreedlove@scusd.net
