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Overview of Objectives and
Requirements
Essential 1
CALPADS Essential 1: CALPADS Overview
Course Description
CALPADS Overview (Essential 1)
This course provides a basic overview of:
• Goals and benefits of CALPADS
• CALPADS Data Requirements and File Specifications
• CALPADS Statewide Student Identifier (SSID) and
Enrollment Procedures
2 CALPADS Essential 1: CALPADS Overview
Introductions and Ground Rules
Introductions
– Trainers
Ground Rules
– Mute phones while listening
– Do not place your phone on HOLD
– Silence cell phones
– Introduce yourself (name and local educational
agency (LEA)) when speaking
– One conversation at a time
3 CALPADS Essential 1: CALPADS Overview
Target Audience and Objectives
The target audience for this course is LEA program,
data management staff, and administrators
responsible for reporting and certifying data in
CALPADS.
Understanding of:
– Goals and benefits of CALPADS
– Which data are expected
– Key changes with CALPADS
Awareness of:
– The CALPADS SSID and Enrollment Procedures
– The calendar of yearly activities
4 CALPADS Essential 1: CALPADS Overview
CALPADS Training Courses
• WebEx and/or Online Self-Paced Trainings:
– Essential 2: Features, Code Mapping, and User Access
– Essential 3: SSID Requests, Enrollment, and
Maintenance
– Essential 4 : SSID Anomalies
– Fall 1: State Reporting and Certification
– Fall 1 Advanced: State Reporting and Certification
– Fall 2: Data Population
– Fall 2: State Reporting and Certification
• Q & A Conference Calls:
– Fall Error Correction
– Fall General
5 CALPADS Essential 1: CALPADS Overview
Agenda
Introduction to CALPADS
Introduction to SSID Enrollment
– Data Management Expectations
– CALPADS SSID and Enrollment Procedures
Introduction to State Reporting – Fall 1
Key Changes for Fall 1
6 CALPADS Essential 1: CALPADS Overview
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, &
End-of-Year 1-4
Key Changes for Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
7 CALPADS Essential 1: CALPADS Overview
Introduction to CALPADS
Goals of CALPADS
Provide LEAs and CDE access to the data necessary to
comply with federal NCLB reporting requirements
Provide a better means of evaluating educational progress
and investments over time
Provide LEAs information that can be used to improve
pupil achievement
Provide an efficient, flexible, and secure means of
maintaining longitudinal statewide pupil level data
8 CALPADS Essential 1: CALPADS Overview
Introduction to CALPADS
Benefits of CALPADS
Streamlined data collection and maintenance
process
Immediate access to information on new students
captured by previous LEAs
Visibility to data to support school performance
improvement
9 CALPADS Essential 1: CALPADS Overview
Introduction to CALPADS
Benefits of CALPADS (continued)
Extraction and download of data from CALPADS
to conduct analyses using local analysis tools
– Print as well as download reports
– Filter report data based on user-selected filters (e.g.
district, school site, grade level, demographics, program
participation)
– View Summary and Detail reports (e.g. Student
Demographic, Program Participation, Enrollment
History, Enrollment Exit History, Assessment History)
– View Assessment test results (e.g. CAHSEE, CELDT)
10 CALPADS Essential 1: CALPADS Overview
Introduction to CALPADS
Benefits of CALPADS (continued)
Provides CDE program staff the ability to access
and extract data for state and federal reporting
and analysis
Provides authorized CDE users the ability to
create ad hoc reports
Provides the ability to maintain at least 20 years of
data in a production environment
Is designed to enable expanded capabilities over
time
11 CALPADS Essential 1: CALPADS Overview
Introduction to CALPADS
Key Concepts for CALPADS
Each of the following concepts is key to
understanding CALPADS functionality:
Enrollment Data Responsibilities
Ongoing Data Maintenance
Ownership of Data
Operational Data Store (ODS)
Snapshot
State Reporting
CALPADS Essential 1: CALPADS Overview
Introduction to CALPADS
Key Concepts for CALPADS
CALPADS is designed to encourage LEAs to
submit data throughout the academic year to
provide up-to-date information in CALPADS
At specific times during the academic year,
CALPADS will take snapshots from the data in the
ODS to support state and federal reporting needs
CALPADS Essential 1: CALPADS Overview
Introduction to CALPADS
Solution Components
State Users
LEA CALPADS
Portal
CALPADS CALPADS
CALPADS
Assessment Operational State
Staging
Vendors Data Store Reporting
Area
(ODS) Snapshots
LEA Systems
CALPADS
Integration
Local Hub
CALPADS (ZIS, FTP,
ZIS ESB)
Other Systems
CALPADS Essential 1: CALPADS Overview
Agenda
Introduction to CALPADS
Introduction to SSID Enrollment
– Data Management Expectations
– CALPADS SSID and Enrollment Procedures
Introduction to State Reporting – Fall 1
Key Changes for Fall 1
15 CALPADS Essential 1: CALPADS Overview
Introduction to SSID Enrollment
Data Management Expectations
LEAs are responsible for reporting student enrollments and
exits to CALPADS in order to maintain up-to-date student
information in the system. All California public LEAs must
provide up-to-date enrollment and exit information to CALPADS
in order to ensure the following:
an annual accounting of all students
accurate dropout and graduate counts
access to current information on transferring students to
facilitate appropriate placement and services
high-quality data for local, state and federal use
16 CALPADS Essential 1: CALPADS Overview
Introduction to SSID Enrollment
SSID and Enrollment Procedures Overview
The California Department of Education (CDE) has
developed new enrollment procedures as well as updated
some existing procedures for CALPADS
These procedures guide and define the algorithms that are
employed to process and maintain the data submitted to
CALPADS
See link below for the complete listing of the procedures
– http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
17 CALPADS Essential 1: CALPADS Overview
Introduction to SSID Enrollment
SSID & Enrollment Procedures Summary
# Procedure Title Procedure Statement
1.0 Educational Agency Public California K-12 LEAs must obtain and
Responsibility for maintain SSIDs for K-12 students in CALPADS.
Statewide Student
Identifiers
2.0 Statewide Student Each unique SSID shall be assigned to only
Identifier one student.
Assignment
18 CALPADS Essential 1: CALPADS Overview
Introduction to SSID Enrollment
SSID & Enrollment Procedures Summary
# Procedure Title Procedure Statement
2.1 Obtaining and LEAs operating the Adult Education Center
Maintaining SSIDs may, but are not required to, obtain and
for Students maintain SSIDs for adult students who are
Enrolled in Adult working towards a high school diploma or GED.
Education
Centers/Schools
2.2 Obtaining and LEAs operating child development programs or
Maintaining SSIDs preschools may, but are not required to, obtain
for Preschool and maintain SSIDs for the preschool students
Students enrolled in those programs. LEAs must obtain
SSIDs for special education preschool
students.
19 CALPADS Essential 1: CALPADS Overview
Introduction to SSID Enrollment
SSID & Enrollment Procedures Summary
# Procedure Title Procedure Statement
3.0 Enrollment Types There are four enrollment types:
Overview Primary
Secondary
Short-Term
Receiving Specialized Services Only
3.1 Primary Enrollment A student shall have only one active primary
enrollment at any given time.
3.2 Secondary A student may have secondary enrollments in
Enrollment one or more schools at any given time as long
as the student has a primary enrollment in
CALPADS
20 CALPADS Essential 1: CALPADS Overview
Introduction to SSID Enrollment
SSID & Enrollment Procedures Summary
# Procedure Title Procedure Statement
3.3 Short-Term Student When certain Educational Options Schools*
Enrollment for expect a student to stay for 30 days or less, that
Specific Educational Options School or its LEA shall
Educational report the student as a short-term enrollment.
Options Schools
3.4 Receiving LEAs shall report students who are receiving
Specialized specialized services only for whom they are NOT
Services collecting average daily attendance funding.
Enrollment
* The specific Educational Options Schools referred to in this procedure are Juvenile Halls,
County Community Schools, and Community Day Schools.
21 CALPADS Essential 1: CALPADS Overview
Introduction to SSID Enrollment
SSID & Enrollment Procedures Summary
# Procedure Title Procedure Statement
3.5 Enrollment Status A student may have more than one enrollment
Combinations status in CALPADS.
4.0 Enrolling and LEAs must update CALPADS with students’
Exiting Students school enrollment and exit information in a timely
Overview fashion.
4.1 Pre-Enrollment LEAs are permitted but discouraged from “pre
enrolling” students in CALPADS.
22 CALPADS Essential 1: CALPADS Overview
Introduction to SSID Enrollment
SSID & Enrollment Procedures Summary
# Procedure Title Procedure Statement
4.2 Re-enrolling Exited A student may exit a school with a completion
Students who have status and then re-enroll in the same or another
Completed school.
4.3 Same School No- LEAs must appropriately exit students that they
Shows expect to return to the same school after a break
and do not “show up.”
4.4 Exiting Students LEAs and charter schools shall update
upon School CALPADS with all students’ exit information
Closure when a school closes or merges with another
active school.
23 CALPADS Essential 1: CALPADS Overview
Introduction to SSID Enrollment
SSID & Enrollment Procedures Summary
# Procedure Title Procedure Statement
5.0 SSID Anomalies There are three categories of SSID
anomalies:
Concurrent Enrollment (CCE)
Multiple Identifier (MID)
Exit Reason Discrepancy (ERD)
5.1 Concurrent Enrollment CCE anomalies are not allowed to exist in the
Anomalies CALPADS within a LEA.
CCE anomalies between LEAs are recorded
in CALPADS and considered enrollment
errors between one or more LEAs involved in
the CCE anomaly.
24 CALPADS Essential 1: CALPADS Overview
Introduction to SSID Enrollment
SSID & Enrollment Procedures Summary
# Procedure Title Procedure Statement
5.2 Multiple Identifier Multiple Identifier (MID) anomalies should be
Anomalies resolved by the LEA in a timely manner to ensure
accurate enrollment data in CALPADS. In order to
certify enrollment data, LEAs must have 2 percent
or fewer anomalies, which include MID and
Concurrent Enrollment anomalies.
5.3 Exit Reason Exit Reason Discrepancy (ERD) anomalies should
Discrepancy be resolved by LEA in a timely manner to ensure
Anomalies accurate identification of graduates and dropouts.
6.0 Certification LEAs are required to certify fall enrollment counts
as of Census Day and prior year dropout and
graduate counts.
25 CALPADS Essential 1: CALPADS Overview
Introduction to SSID Enrollment
SSID & Enrollment Procedures Summary
# Procedure Title Procedure Statement
6.1 Certified Data LEAs must make corrections to erroneous
Correction certified data in CALPADS within the amendment
window for the specified collection.
6.2 Lost Transfer The CDE shall adjust upwards the LEAs dropout
Adjustment to Dropout counts for students identified as lost transfers.
Counts
6.3 Reenrolled Dropout The CDE shall adjust downwards the LEAs
Adjustment to Dropout dropout counts for students designated as
Counts reenrolled dropouts.
26 CALPADS Essential 1: CALPADS Overview
Introduction to SSID Enrollment
SSID & Enrollment Procedures Summary
Document Appendix Title
Appendix A LEA Responsible for Obtaining SSIDs for Special Education
and Adult Students
Appendix B CALPADS Reporting for Special Education Students Being
Served through a District-Level Special Education
Consortium
.
27 CALPADS Essential 1: CALPADS Overview
Introduction to SSID Enrollment
Key Procedures
LEAs are expected to access CALPADS to acquire a
student’s SSID for enrollment purposes (1.0)
LEAs shall update CALPADS with a student’s school
enrollment no later than 14 calendar days after the
student’s expected first day of attendance (4.0)
LEAs shall update CALPADS with student exit data no later
than 14 calendar days after the date the district exits the
student in their local system. The exit date to be used is
the date of the last full day of attendance (4.0)
LEAs are not allowed to obtain and maintain student SSIDs
in CALPADS for summer or inter-session terms (4.0)
28 CALPADS Essential 1: CALPADS Overview
Introduction to SSID Enrollment
Key Procedures
LEAs may pre-enroll a student in CALPADS up to
6 months prior to the student’s first expected day
of attendance (Student School Start Date) (4.1)
While LEAs may pre-enroll students in their local
systems, SSID requests to CALPADS should be
delayed until a date closer to student’s first
expected day of attendance. This practice will
reduce the number of “No Shows” and concurrent
enrollment anomalies reported to CALPADS.
29 CALPADS Essential 1: CALPADS Overview
Agenda
Introduction to CALPADS
Introduction to SSID Enrollment
– Data Management Expectations
– CALPADS SSID and Enrollment Procedures
Introduction to State Reporting – Fall 1
Key Changes for Fall 1
30 CALPADS Essential 1: CALPADS Overview
Introduction to State Reporting
Which Data are Expected in 2010-2011?
Snapshot Collection Windows
Fall 1 Annual Enrollment
Graduates and Dropouts
Enrollment Subgroups
Fall 2 Course Enrollment
Certificated Staff Assignments
English Learner (EL) Services
Spring 1 English Language Acquisition Status
Title III Eligible Immigrants
End of Year 1 Course Completion
Career Technical Education (CTE)
End of Year 2 Program Participation
End of Year 3 Discipline and Truancy
End of Year 4 Waivers
CALPADS Essential 1: CALPADS Overview
Introduction to State Reporting
2010-2011 Snapshots Certification & Amendment
Calendar
CALPADS Census Snapshot Collection Certification Amendment Window
Submission Day Window Deadline
Fall 1 October 6 10/6/10 – 12/16/10 12/16/10 12/17/10 – 1/20/11
Fall 2 October 6 11/22/10 – 2/10/11 2/10/11 2/11/11 – 3/11/11
Spring 1 March 1 3/1/11 – 3/25/11 3/25/11 3/26/11 – 4/22/11
EOY 1 none June (exact date TBD) September (exact TBD
date TBD)
EOY 2 none June (exact date TBD September (exact TBD
date TBD)
EOY 3 none June (exact date TBD September (exact TBD
date TBD)
EOY 4 none June (exact date TBD September (exact TBD
date TBD)
CALPADS Essential 1: CALPADS Overview
Agenda
Introduction to CALPADS
Introduction to SSID Enrollment
– Data Management Expectations
– CALPADS SSID and Enrollment Procedures
Introduction to State Reporting – Fall 1
Key Changes for Fall 1
33 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Content to be Presented
Data changes by content area:
– Student Information
– Student Enrollment
– Student Programs
34 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Content to be Presented
Data Information:
– Students to whom the data applies
– CALPADS element number, example: “1.15”
“1.” = CALPADS Data Submission File (see CFS)
“.15” = Element number in the CALPADS File
Specifications
– Applicable CALPADS SSID and Enrollment
Procedure(s)
– Applicable CALPADS Code Set
– Action needed to prepare for CALPADS submissions
35 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Information (Applies to all students)
Ensure enrollment forms comply with CALPADS
requirements for primary residence category, initial
US school enrollment date, and primary language
2.33 Primary Residence Category Code
Code Set – Primary Residence Category
2.45 Student Initial US School Enrollment Date
2.23 Primary Language Code
4 new codes were added: Telugu, Tamil, Marathi, and
Kannada
36 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Information (Applies to all students)
Evaluate existing student data to comply with
changes
1.13 Student Legal Name Suffix Code
– Code Set – Name Suffix Preferred
New suffix added: VII
2.42 English Language Acquisition Status Start
Date
– Ensure that staff understand that English Language Acquisition
Status Start Date is required for ALL students who are NOT English
Only
– If the Start Date is not available from previous LEA, enter the Start
Date that the CELDT was returned to your LEA
37 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Information (Applies to all students)
Review student addresses to ensure they comply
with postal standards
2.36-2.40 Student Address
– Postal Address Standards
http://pe.usps.gov/cpim/ftp/pubs/Pub28/pub28.pdf
1.20 Student Birth State Province Code
– Code Set – State/Province
38 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Information (Applies to students born
outside the U.S.)
Ensure staff understands that this data is required
for students whose Birth Country is not equal to
US or US Territories
2.45 Student Initial US School Enrollment Date
2.46 Enrolled in US School less than Three
Cumulative Years Indicator
Update for students who were born outside the US and
have less than three cumulative years of schooling in
the US
39 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Information
(Applies to 9th-12th Grade Students)
Ensure staff understand that this is required for ALL
students in grades 9-12
2.47 Student Initial Ninth Grade Entry Year
Enter the first year all 9-12 students entered high school
40 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Information (Applies to All Students)
This must be updated each school year for all students
2.32 Grade Level Code
– Code Set – Grade Level
– Effective Start Date must be between 7/1/10 and 10/6/10
(Information Day)
41 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Information Submission Errors
Fall Error Corrections Q & A address common
errors that occur in batch and online submission
Attend those conference calls to ask and learn how
to fix the errors
42 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Enrollment (Applies to All Students)
Ensure that staff understand which date and status to use
1.23 Student School Start Date (Procedures 4.0, 4.1, & 4.2)
The day the student is expected to start attending school
1.24 Enrollment Status Code (Procedures 3.0, 3.1, 3.2,
3.3, & 3.4)
– Code Set – Enrollment Status
10 = Primary
20 = Secondary
30 = Short-Term
40 = Receiving Specialized Services Only
43 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Enrollment (Applies to Preschool
Students)
Ensure staff understand how to enroll preschool students
1.24 Enrollment Status Code (Procedure 2.2 , Appendix A)
– Code Set – Enrollment Status
– Use Primary Enrollment (10) for special education and non-special
education students
– For special education students that also receive services from
another LEA, that LEA is to use Secondary Enrollment (20)
– Use Secondary Enrollment (20) for non-special education students
enrolled in a Head Start Program that also are primarily enrolled in
the LEA preschool program
44 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Enrollment (Applies to Preschool
Students)
For preschool students being served through a
District-Level Special Education Consortium
1.24 Enrollment Status Code (Procedure 2.2 and
Appendix B)
– Request a CDS code for a “District Special Education Consortium
School”
– Use Primary Enrollment (10) for special education students at the
District Special Education Consortium School
– District of Special Education Accountability cannot have these
students enrolled in CALPADS
45 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Enrollment (Applies to Adult Special
Education Students)
Ensure staff understand how to enroll adult special
education students
1.24 Enrollment Status Code
– Code Set – Enrollment Status
– Use Primary Enrollment (10)
1.25 Grade Level Code
– Code Set – Grade Level
– Use 12 (Twelfth Grade) or US (Ungraded Secondary)
46 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Enrollment (*Applies to Interdistrict
Transfers)
Ensure staff understand the rules for enrolling
interdistrict transfer students
2.34 Interdistrict Transfer Code
– Code Set – Interdistrict Transfer Category
Specifies the reason for the transfer
*Also applies to Intra-district transfers for NCLB Program
Improvement transfers
2.35 District of Geographic Residence
Enter the CDS code of the district where the student resides
47 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Exits (Applies to All Students)
Ensure staff understand these changes in student
exit reporting
1.27 Student Exit Reason Code (Procedures 4.0,
4.2, 4.3, 4.4, 5.3, 6.2, & 6.3)
– Code Set – Student Exit Category
New Code Added: T167 – TransScholDistReferral
Codes E400, T160, T165, E140, and E450 Modified
For educational options schools (Procedure 3.3)
1.29 Expected Receiver School of Attendance
48 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Exits (Applies to Graduates and
Completers)
Use only for students who completed the highest
grade offered at the school
1.27 Student Exit Reason Code (Procedure 5.3)
– Code Set – Student Exit Category
Exit reason should be E230 (completer)
1.28 Student School Completion Status
–Code Set – Student Completion Status
Enter appropriate school completion status
49 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Enrollment Submission Errors
Essential 3 addresses common errors that occur in
batch and online submission
Fall Error Corrections Q & A address common
errors that occur in batch and online submission
Attend those trainings (WebEx or Self-Paced) or
conference calls to learn how to fix the errors
50 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Programs (Applies to All Students)
Student Program information includes three elements
3.13 Education Program Code
– Code Set – Education Program
3.14 Education Program Membership Code
– Code Set – Membership Code
Eligible or Participating
3.15 Education Program Membership Start Date
– If Eligible use the date identified as eligible
– If Participating use the date within current school
51 year CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Programs (Eligible is the preferred
status)
Do you have students who are ELIGIBLE for free/reduced
price meals?
– Program 175 (previously programs 136 and 137)
Do you have Special Ed students? (Appendix A and B)
– Program 144
– 3.22 District of Special Education Accountability
Add the 7-digit county district code of the district that is
responsible for providing the student Special Ed
services
Do you have students who are ELIGIBLE for GATE?
– Program 127
52 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Programs (Eligible is the preferred
status)
Do you have students who are ELIGIBLE for the
Migrant Ed program?
– Program 135
3.20 Migrant Student ID
53 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Programs
Do you have students receiving services from a
targeted Title I program (not Schoolwide)?
– Program 122
3.18 Education Service Code
–Code Set - Education Service Title I Part A Basic
Add program information for participating students and all
education services students are receiving
54 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Programs
Do you have Homeless students who receive
services from a McKinney-Vento program?
– Program 131
Do you have students participating in an Opportunity
Program?
– Program 108
55 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Programs
Do you have students who reside in a licensed
children’s institution (group home)?
– Program 174 (previously program 163)
Do you have Pregnant or Parenting Teens in a CAL-
SAFE program?
– Program 162
56 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Programs
For Career Tech Ed (CTE) concentrators and
Completers
2.48 Career Pathway Code
– Code Set – Career Technical Education Pathway
Add the CTE pathway code
Indicates student is in a CTE pathway, education program is not used
2.49 CTE Pathway Completer Indicator
Enter as students complete all requirements in the pathway
and pass a local assessment
57 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Programs
Do you have a California Partnership Academy?
– Program 113
3.19 California Partnership Academy ID
IDs can be found at:
http://www.cde.ca.gov/fg/fo/r17/cpa09result.asp
58 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Programs
Do you have students who are receiving CAHSEE
Intensive Instruction?
– Program 180
1.24 Enrollment Status Code (Procedure 3.4 and
Appendix A)
– Use Receiving Specialized Services Only (40)
59 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Programs (For COEs and Selected
Districts)
Title I Part D funds are allocated to County Offices of
Education and selected districts* based on students who
reside in 24-hour public or private residential facilities for the
care of children who have been adjudicated to be delinquent
or in need of supervision, other than foster care placements,
but these funds may be used for any eligible neglected,
delinquent or at-risk students.
* http://www.cde.ca.gov/fg/fo/r14/arrat1pd08result.asp
60 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Programs (For COEs and Selected
Districts)
Check SACS resource code 3025 – Title I Part D to
determine how funds are expended
• NCLB Title I Part D Delinquent
Program 164
• NCLB Title I Part D Neglected
Program 171
• NCLB Title I Part D At Risk
Program 172
• NCLB Title I Part D Juvenile Detention
Program 173
61 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Program Submission Errors
Essential 3 addresses common errors that occur in
batch and online submission
Fall Error Corrections Q & A address common
errors that occur in batch and online submission
Attend those trainings (WebEx or Self-Paced) or
conference calls to learn how to fix the errors
62 CALPADS Essential 1: CALPADS Overview
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, &
End-of-Year 1-4
Key Changes for Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
63 CALPADS Essential 1: CALPADS Overview
Introduction to State Reporting
Fall 2, Spring, and EOY 1- 4 Reporting Overview
Submission Data Submitted Census Day
Course Enrollment
Fall 2 Certificated Staff Assignments October 6
English Learner (EL) Services
English Language Acquisition Status
Spring 1 March 1
Title III Eligible Immigrants
Course Completion
End of Year 1 N/A
Career Technical Education (CTE)
End of Year 2 Program Participation N/A
End of Year 3 Discipline and Truancy N/A
End of Year 4 Waivers N/A
64 CALPADS Essential 1: CALPADS Overview
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, &
End-of-Year 1-4
Key Changes for Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
65 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Content to be Presented
Data changes by content area:
– Course and Course-Related Information
– Staff Demographics
– Staff Assignments
– Student Assessment/Pre-ID
66 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Content to be Presented
Data Information:
– Students to whom the data applies
– CALPADS element number, example: “1.15”
“1.” = CALPADS Data Submission File (see CFS)
“.15” = Element number in the CALPADS File
Specifications
– Applicable CALPADS SSID and Enrollment
Procedure(s)
– Applicable CALPADS Code Set
– Action needed to prepare for CALPADS submissions
67 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Course Data
COURSE SECTION
A unique instance of a Course taught by one or more
teachers, in a specific location, at a particular time
STUDENT COURSE SECTION
A Course Section assigned
to a particular student
68 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Course Data (For All Classes)
9.07 CRS-State Course Code
– Code Set – Course Group State
All self-contained classes are code 1000
See Data Guide, 2.3.1 Course Content for Missing
(deleted) CBEDs code information
9.08 Local Course ID
Unique identifier for the course up to 10 characters
Examples: K-AM, 1st, 1201, Alg1
9.09 Course Name
Any name up to 50 characters
Examples: AM Kindergarten, First Grade, Algebra
CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Course Data (For All Classes)
9.14 Course Section ID
Unique ID for each class (Course Section), usually a
combination of local course ID and additional indicator
up to 10 characters
Example: K-AM-1, 1st-1, 1st-2, 1201-01, Alg1-02
Team Teaching and Job Sharing assignments use the
same course section ID
9.18 Class ID
The unique class ID may be the same as the course
section ID
CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Course Data (For All Classes)
9.11 NCLB Core Course Instructional Level Code
– Code Set – NCLB Core Course Indicator and
Instructional Level
Needed for ALL courses
Elementary core should be E (elementary core)
Secondary core courses use S (secondary core)
Non-core use N (non-core)
71 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Course Data (For All Classes)
9.16 SEID (Statewide Educator ID)
The SEID of the teacher
9.17 Local Staff ID
The unique local ID of the teacher
9.28 HQT Competency Code
– Code Set – Content Area Competency Category
Identifies how teacher has demonstrated competency in
subject matter – coordinate with HR
New codes added for HQT Competency
72 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Course Data (For Classes with English Learners)
For classes with English Learners
9.20 Education Service Code
– Code Set – Education Service English Learners
Indicates service to English Learners (PLI, ELD, or SDAIE)
9.22 Instructional Strategy Code
– Code Set – Instructional Strategy
Indicates instructional strategy (Dual Immersion, Structured English
Immersion, Bilingual, English Learning Mainstreaming)
9.21 Language of Instruction Code
– Code Set – Language
Only for classes taught in primary language other than English
73 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Course Data (For Special Ed Classes and
Student in Home and Hospital Settings)
For special ed and home and hospital students
9.22 Instructional Strategy Code
– Code Set – Instructional Strategy
This is associated with specific course-sections
74 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Course Data (Special Circumstances)
9.25 Multiple Teacher Code
– Code Set – Multiple Teacher Instruction Strategy
This is used for team teaching and job sharing
9.23 Independent Study Indicator
Use for classes that are taught by way of Independent
Study
This does not apply to short-term independent study
9.24 Distance Learning Indicator
For students receiving instruction through distance
learning. Added to the specific course-section.
75 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Course Data (For High School Courses)
9.13 CRS-UC CSU Approved Indicator
–Code Set – College Admission Requirement
Update all courses which are UC/CSU approved with the
A-G indicator
Can look up courses by high school at:
http://www.ucop.edu/doorways/
10.19 UC/CSU Admission Requirement Code
Mark all courses students completed with A-G indicator
76 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Course Data (For High School Career Technical
Education Course Sections)
9.07 CRS-State Course Code
– Code Set – Course Group State
Three new CTE Courses have been added
9.10 CRS-Course Content Code
– Code Set – Education Program Course Content
For courses that are part of a CTE pathway, but not a CTE course
9.27 CTE Course Section Provider Code
– Code Set – Career Technical Education Funding Provider Category
Indicate who is providing the course-section (1 – ROC/P, 2 – District)
9.12 CRS-CTE Technical Preparation Course Indicator
Used for courses in Tech Prep programs that are part of a consortium
77 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Course Data (For California Partnership
Academy Courses)
9.26 Education Program Funding Source Code
–Code Set – Education Program Funding Source
Add Education Program Funding Source Code to the
course sections funded by California Partnership
Academy
http://www.cde.ca.gov/ci/gs/hs/documents/cpadirectory.xls
78 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Staff Demographics (For Certificated Staff)
Identify system of record for certificated staff* data
elements including:
7.08 SEID
7.09 Local Staff ID
7.10-7.15 Staff Name
7.16 Staff Birth Date
– Full Birth Date (CCYYMMDD)
*Applies to non-certificated administrators and non-core charter teachers,
if their data are being submitted.
79 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Staff Demographics (For Certificated Staff)
7.17 Staff Gender Code
– Code Set - Gender
7.26 Staff Highest Degree Code
– Code Set – Degree
7.27 Staff Employment Status Code
80 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Staff Demographics (For Certificated Staff)
7.28 Staff Employment Start Date
7.29 Staff Employment End Date
7.30 Staff Service Years LEA
7.31 Staff Service Years Total
81 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Staff Assignments (For Certificated Staff)
For certificated staff
8.13 Staff Job Classification Code
– Code Set – Education Service Job Classification
8.14 Staff Job Classification FTE Percentage
For non-teaching certificated staff*
8.15-8.21 Non Classroom Based Job Assignment Codes
– Code Set – Non Classroom Based or Support
Assignment
*Applies to non-certificated administrators and non-core charter teachers,
if their data are being submitted.
82 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Staff Assignments (For Certificated Staff)
Data Guide, 2.2.1 Staff Demographics
– Which staff should be included in this
submission
– Which staff should not be included in this
submission
83 CALPADS Essential 1: CALPADS Overview
Key Changes with CALPADS
Student Assessment Details (Pre-ID)
Phase 1: LEA option to download Pre-ID
data from CALPADS
Phase 2: LEAs submit Pre-ID data to
CALPADS for Vendor download
2010/2011 Pre-ID File Layout:
http://www.cde.ca.gov/ta/tg/sa/pid.asp
84 CALPADS Essential 1: CALPADS Overview
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, &
End-of-Year 1-4
Key Changes for Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
85 CALPADS Essential 1: CALPADS Overview
Getting Started
Preparing for Essential 2 Training
Target Audience
LEA program and data management staff responsible for overall district
enrollment, and LEA system administration staff
Topics Include:
• System components
• Home Page functionality
• System navigation
• System security set-up
• Administration of access rights for users at the local level
• Management of user contacts
• Mapping of local codes
• Reports and extracts
• Data processing and management
Register for CALPADS Essential 2
CALPADS Features, Key Concepts, and System Administration
86 CALPADS Essential 1: CALPADS Overview
Getting Started
Checklist Items To Complete
1. Download and review the CALPADS system documentation
located on the CDE CALPADS web-site
(http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp).
2. Schedule installation of student information system (SIS) updates
(if applicable) to support CALPADS File Specifications.
3. Confirm client workstations used to access CALPADS meet the
CDE’s minimum web browser requirements located on the CDE
web-site (http://www.cde.ca.gov/re/di/ws/minbrowser.asp).
4. Plan staff time to attend the CALPADS training sessions
(http://www.csis.k12.ca.us/e-learning/calpads-registration/).
5. Ensure the appropriate LEA staff have subscribed to the
CALPADS-LEA listserv
(http://www.cde.ca.gov/ds/sp/cl/listservs.asp).
87 CALPADS Essential 1: CALPADS Overview
Getting Started
Preparing for Fall 2
1. Download and review the CALPADS Readiness Questionnaire
documents on the CSIS CALPADS Documents web-site,
CALPADS Readiness Questionnaire section
(http://www.csis.k12.ca.us/library/calpads/).
2. Download and review the Gap Analysis Tool documents on the
CSIS CALPADS Documents web-site, Gap Analysis Documents
section
(http://www.csis.k12.ca.us/library/calpads/).
3. Download and review the Preparing to Submit Course Data
documents on the CSIS CALPADS Documents web-site, Other
Transition Planning Tools section
(http://www.csis.k12.ca.us/library/calpads/).
4. Meet with key staff to plan for the Fall 2 data submission.
88 CALPADS Essential 1: CALPADS Overview
Agenda (cont.)
Introduction to State Reporting – Fall 2, Spring, &
End-of-Year 1-4
Key Changes for Fall 2, Spring, & End-of-Year 1-4
Getting Started
Resources
89 CALPADS Essential 1: CALPADS Overview
Resources
CDE CALPADS:
– http://www.cde.ca.gov/calpads
CALPADS File Specifications, Code Sets, Data
Guide, & Enrollment Procedures :
– http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
Sign up for CALPADS listserv:
– http://www.cde.ca.gov/ds/sp/cl/listservs.asp
CSIS CALPADS:
– http://www.csis.k12.ca.us/library/calpads/
90 CALPADS Essential 1: CALPADS Overview
Resources
CALPADS File Upload Templates
– https://www.calpads.ca.gov
– Login, then click on the Help menu
CALPADS User Manual
– https://www.calpads.ca.gov
– Login, then click on the ? Menu
CALPADS Update FLASH
– http://www.cde.ca.gov/ds/sp/cl/communications.asp
CALPADS Known Issues updates
– http://www.cde.ca.gov/ds/sp/cl/knownissues.asp
91 CALPADS Essential 1: CALPADS Overview
Resources
CALPADS Support:
– http://www2.cde.ca.gov/CALPADSHELP/DEFAULT.ASPX
CALPADS Training Registration page:
– http://www.csis.k12.ca.us/e-learning/calpads-registration/
CALPADS Self-Paced Training:
– http://www.csis.k12.ca.us/e-learning/sp-
training/CALPADS/sp-training.asp
92 CALPADS Essential 1: CALPADS Overview
Resources
CDE Race and Ethnicity FAQS
– http://www.cde.ca.gov/ds/td/lo/refaq.asp
Education Data Newsletter
– http://www.cde.ca.gov/ds/sd/cs/
NCES Managing an Identity Crisis Forum Guide to
Implementing New Federal Race and Ethnicity
Categories
– http://nces.ed.gov/pubs2008/2008802.pdf
93 CALPADS Essential 1: CALPADS Overview
Resources
CALPADS Data Collection Periods, Windows, and Required File Formats
Fall Spring End of Year
1-Annual 1-English
Enrollment 2-Course Language 1- Course
Update/ Enrollment/ Acquisition/ Completion
Title III Staff Title III / Career
Eligible Assignment/ Eligible Technical 2 -Program 3- Discipline/
File Immigrants EL Services Immigrants Education Participation Truancy 4-Waivers
SSID/Enrollment R(1) U U U U U U
Student Information R(2) U R U U U U
Student Program R(3) U U U R
Student Health (4)
Course Section R R
Student Course
R R
Section
Staff Demographics R U
Staff Assignments R
Student Waivers R
Student Discipline R
CALPADS Essential 1: CALPADS Overview
Training Evaluation
Please complete our survey
http://www.csis.k12.ca.us/survey/calpads-training/
CALPADS Essential 1: CALPADS Overview
Questions
96 CALPADS Essential 1: CALPADS Overview
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