California Department of Education
2014 Statewide Workshop Series
TOM TORLAKSON
State Superintendent
of Public Instruction
CALPADS Changes for the 2014-2015
Academic Year and Q&A
CALIFORNIA DEPARTMENT OF EDUCATION
Tom Torlakson, State Superintendent of Public Instruction
TOM TORLAKSON
State Superintendent
of Public Instruction
Introduction
Brandi Jauregui, Staff Information
Systems Analyst
CALPADS/CBEDS/CDS Operations
Office
Lead Analyst on the CALPADS Project since 2009
2
Agenda
TOM TORLAKSON
State Superintendent
of Public Instruction
• 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
3
General Change
Implications
TOM TORLAKSON
State Superintendent
of Public Instruction
• End-of-Year Submission window
will be shortened (July 18th)
– NO AMENDMENT WINDOW
• System shut down July 19th – July
28th to implement changes
4
CALPADS Data Takes
Center Stage
TOM TORLAKSON
State Superintendent
of Public Instruction
• 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.
5
2014-15 Change Overview
TOM TORLAKSON
State Superintendent
of Public Instruction
• 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
6
integrity
2014-15 Change Overview
TOM TORLAKSON
State Superintendent
of Public Instruction
– 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
7
• Foster Program
TOM TORLAKSON
State Superintendent
of Public Instruction
Student Information File
(SINF) Changes
8
Current SINF
TOM TORLAKSON
State Superintendent
of Public Instruction
Student Information File
• Grade Level Code
• Interdistrict Transfer Code
• District of Geographic
Residence
• 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
• 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
9
NEW SINF
Student Information File
• Move to SENR
TOM TORLAKSON
State Superintendent
of Public Instruction
• Student Name
• Grade Level Code
Elements
• Interdistrict Transfer Code • Student Birth Date
• District of Geographic
• Student Gender Code
Residence
• Student Birth City
• Move to NEW SELA
• Student Birth State or
• Primary Language Code
Province
• English Language
• Student Race/Ethnicity
Acquisition Status Code
Elements
• English Language
• Parent Highest
Acquisition Status Start
Education Level
Date
• Parent/Guardian Name
• RETIRE
Elements
• Primary Residence
• Address Elements
Category Code
• Student Initial US
• Student Proficient or
School Enrollment Date
Advanced for ELA Code
•
Remove all filler fields
10
SINF – Change in
Business Practice
TOM TORLAKSON
State Superintendent
of Public Instruction
 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
11
SINF – Change Benefits
TOM TORLAKSON
State Superintendent
of Public Instruction
• 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
12
Change Detail Summary –
Student Information File
File
Change
These fields will be moved from the
SINF to another file or retired:
TOM TORLAKSON
State Superintendent
of Public Instruction
SINF
Moving to SENR:

Grade Level Code

Interdistrict Transfer Code

District of Geographic
Residence
Moving to new Student English
Language Acquisition (SELA) file:

Primary Language Code

English Language Acquisition
Status Code

English Language Acquisition
Status Start Date
Retired Elements:

Primary Residence Category
Code

Student Proficient or Advanced
for ELA Code

All current filler fields
Change in Business Practice



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
Rationale/Benefit
• Reduces
redundant
data
• Reduces
frequency of
submission
• Moves
elements
that are
known to
change to
other files
13
TOM TORLAKSON
State Superintendent
of Public Instruction
Questions?
14
TOM TORLAKSON
State Superintendent
of Public Instruction
Student Enrollment
(SENR) File Changes
15
SENR Grade Level
Changes
TOM TORLAKSON
State Superintendent
of Public Instruction
 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
16
SENR- Grade Level Business
Practice Changes
TOM TORLAKSON
State Superintendent
of Public Instruction
 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)
17
SENR - Grade Level Change
Benefits
TOM TORLAKSON
State Superintendent
of Public Instruction
 Makes a student’s grade level
clear throughout the year
 Smarter Balance registration
 4-year cohort graduation
rate
 Resolves summer concurrent
enrollment issue
18
SENR Changes for Local
Control Funding Formula (LCFF)
TOM TORLAKSON
State Superintendent
of Public Instruction
 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
19
concentration grants
SENR - LCFF Business Practice
Changes
TOM TORLAKSON
State Superintendent
of Public Instruction
• 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
20
concentration grants.
SENR – LCFF Change
Benefits
TOM TORLAKSON
State Superintendent
of Public Instruction
• Enables the collection of data
required for LCFF calculations
pursuant to statute
21
Change Detail Summary – Student
Enrollment File
File
TOM TORLAKSON
SENR
State Superintendent
of Public Instruction
Change
Change in Business Practice
Changes Related to Grade:
 updated through the SENR
 Student School Start Date
will become Enrollment
Start Date
 Two new Exit codes
 mid-year updates
(E150)
 year-end enrollemnt
exits (E155)
 Convert students’ grade
histories to align with their
enrollment histories

Changes to Collect Data for
County/LEA LCFF Calculations:

District of Geographic
Residence and Student School
Transfer fields are moved from
SINF to SENR

Two new transfer codes are
added for COE to indicate the
type of transfer





Rationale/Benefit
LEAs must exit all students at 
the end of the year
Students that are expected to
return to same school, should
be exited with E155, and a date
of the last day of school
LEAs must enroll/reenroll all
students each year with the
date of the first day of school
and a new grade (if changed) 
SINF is NO LONGER
REQUIRED ANNUALLY
Any changes to grade data
prior to 2014–15 can only be
made online
County offices of education must
populate for all students (except
those in Juvenile Hall schools), the
Interdistrict Transfer field to identify
which disadvantaged students will be
attributed to their district of
geographic residence for LCFF
purposes
Makes a
student’s grade
level clear
throughout the
year

Smarter
Balanced

4-year
cohort
graduation
rate
Resolves
summer
concurrent
enrollments
Enables the
collection of
data required
for LCFF
calculations
pursuant to
statute
22
TOM TORLAKSON
State Superintendent
of Public Instruction
Questions?
23
TOM TORLAKSON
State Superintendent
of Public Instruction
Student Program (SPRG)
File Changes
24
SPRG – Program Membership
Code Changes
TOM TORLAKSON
State Superintendent
of Public Instruction
 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
25
SPRG – Program
Membership Code Changes
TOM TORLAKSON
State Superintendent
of Public Instruction
• Free or Reduced-Price Meal
Program Records will now be
closed automatically at the end of
the year, regardless of exit code
26
TOM TORLAKSON
State Superintendent
of Public Instruction
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
27
SPRG – Program Membership
Code Change Benefits
TOM TORLAKSON
State Superintendent
of Public Instruction
• Streamlines the rules for
processing program data
• Saves time spent on closing
program records
28
SPRG – Foster Program
Change
TOM TORLAKSON
State Superintendent
of Public Instruction
 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
29
Services
SPRG – Foster Program
Change in Business Practice
TOM TORLAKSON
State Superintendent
of Public Instruction
• 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
30
LCFF
SPRG – Foster Program
Change Benefits
TOM TORLAKSON
State Superintendent
of Public Instruction
• 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
31
SPRG – Homeless
Program Change
TOM TORLAKSON
State Superintendent
of Public Instruction
 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
32
SPRG – Homeless Program
Change in Business Practice
TOM TORLAKSON
State Superintendent
of Public Instruction
• LEAs must collect two new
statuses (unaccompanied youth
and runaway) for homeless
students; required for federal
reporting
33
SPRG – Homeless
Program Change Benefits
TOM TORLAKSON
State Superintendent
of Public Instruction
 More effectively maintains
homeless data
 Enables the collection of additional
information about homeless
students required for federal
reporting
34
Change Detail Summary – Student Program File
File
TOM TORLAKSON
SPRG
State Superintendent
of Public Instruction
Change in Business
Practice
Changes to Use of Membership Code LEAs no longer have to
consider whether to submit

Certain programs will always be
a program as eligible or
treated as “eligible” and other
programs will always be treated as participating
“participating”

Any data submitted in Education
Program Membership Code field
will be ignored

Existing membership code data
will be converted to align with new
requirements
Changes Related to Foster Status:
LEAs that identify foster

Adding new foster program code youth – based on a local

Adding new field, Foster Client ID 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
Changes Related to Homeless Status: LEAs must collect two new
statuses (unaccompanied

Adding new homeless program
youth and runaway) for
code
homeless students; required

Adding new element, Dwelling
Type, to collect the dwelling type for federal reporting
for homeless students only

Adding two new elements,
Unaccompanied Youth Indicator,
Runaway Indicator
Change
Rationale/Benefit
Streamlines the rules for
processing program data
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


More effectively maintains
homeless data
Enables the collection of
additional information about
homeless students required
for federal reporting
35
TOM TORLAKSON
State Superintendent
of Public Instruction
Questions?
36
TOM TORLAKSON
State Superintendent
of Public Instruction
Student English Language
Acquisition (SELA) File
Changes
37
SELA - Changes
TOM TORLAKSON
State Superintendent
of Public Instruction
 New Student English Language
Acquisition (SELA) file will include:
 Primary Language Code
 English Language Acquisition Status
Code
 English Language Acquisition Status
Start Date
38
SELA – Change in
Business Practice
TOM TORLAKSON
State Superintendent
of Public Instruction
 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
39
that the data will be ignored.
SELA – Change Benefits
TOM TORLAKSON
State Superintendent
of Public Instruction
 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
40
Change Detail – Student English
Language Acquisition file
File
TOM TORLAKSON
SELA
State Superintendent
of Public Instruction
Change
New Student English
Language Acquisition
(SELA) file will include:
 Primary Language
Code
 English Language
Acquisition Status
Code
 English Language
Acquisition Status
Start Date
Change in Business Practice





Primary language will no
longer be used as a
weight in SSID scoring
Records should only be
submitted when there is
a change in status
“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 status
with a later start date,
CALPADS will inform the
user that the data will be
ignored
Rationale/Benefit




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
Inlcuding the ELAS in
the SSID Extract will
enable LEAs a way to
update their systems
with the ELAS of new
students
Collapsing ELAS history
will reduce the amount
of redundant data in
CALPADS helping
LEAs understand
students’ previous
41
designations
TOM TORLAKSON
State Superintendent
of Public Instruction
General CALPADS Q&A
42
Contact Information
CALPADS/CBEDS/CDS Operations Office
TOM TORLAKSON
State Superintendent
of Public Instruction
Brandi Jauregui, Staff Information Systems Analyst
[email protected] * 916-327-7367
California School Information Services (CSIS)
916-325-9200 (Main Line)
CALPADS Support Desk
[email protected]
43
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