CALPADS Quarterly Updates March 2022 Details

CALPADS Quarterly Updates March 2022 TONY THURMOND State Superintendent of Public Instruction

Housekeeping All participants are muted Type your questions in the Q&A You can give a thumbs up vote to any question so that it s given a higher priority in the queue We will attempt to answer all questions, any unanswered questions will be followed up in a frequently asked questions document forwarded to all participants THIS MEETING WILL NOT BE RECORDED If you are having audio issues: Click the microphone icon in the bottom left hand corner of the Zoom window and select Switch to phone audio and call in using the information provided CALPADS Quarterly Updates March 2022 2

Accessing PowerPoint and Resources All materials for the Quarterly Update Meetings will be available at the following CDE Box Site Link: https://cde.box.com/s/h73s0fcoy7il9imsh392vp6n3kj1m6gr CALPADS Quarterly Updates March 2022 3

Presenter Information Education Data Management Division Glenn Miller, Education Administrator Paula Mishima, Education Administrator Brandi Jauregui, Information Technology Specialist 4 CALPADS Quarterly Updates March 2022

Advisory Staff California School Information Services (CSIS) Martha Friedrich, Client Services Angela Ratty, Client Services Rima Mendez, Requirements Management Heather Cota, Requirements Management CALPADS Quarterly Updates March 2022 5

Agenda Post Redevelopment Update, Demo, and Other Reminders SPED File Redesign Draft Specifications and Timeline Fall 2 Deadlines and Reminders General Updates 2021-22 Pandemic EBT Update Submission of RFEP Records in CALPADS CA Universal Meals Program and Collection of NSLP Application and Alternative Household Income Information Form End-of-Year Deadlines and Updates 2022-23 Fall 1 Changes Impacting LEAs Now CALPADS Quarterly Updates March 2022 6

Post Redevelopment Update, Demo, and Other Reminders CALPADS Quarterly Updates March 2022 7

Post Redevelopment Update The redesigned post process is scheduled to be implemented on April 5, 2022 CALPADS will be down from March 30th April 4th in preparation for the push into production CALPADS Quarterly Updates March 2022 8

Testing During CALPADS Downtime Between March 30th and April 4th CALPADS will not send the nightly enrollment file updates to the Test Operations Management System (TOMS) LEAs will still be able to test students during the downtime as long as CALPADS administrators have ensured the following: Enrollment, student demographic, and English language acquisition information in CALPADS is up to date as of March 29, 2022 (day prior to downtime) Students needing to be tested whose enrollment records are not submitted to CALPADS by March 29th or who enroll between March 30th and April 4th may have a slight delay in testing CALPADS Quarterly Updates March 2022 9

Post Redevelopment Demonstration CALPADS Quarterly Updates March 2022 10

SPED File Redesign CALPADS Quarterly Updates March 2022 11

SPED File Redesign Timeline CDE made a decision to proceed with the SPED File redesign for the 2022-23 academic year LEAs are expected to begin submission of the new file formats through the application program interface (API) beginning September 2022 (year-end rollover) Special Education Data System (SEDS) vendors and SELPAs have been participating in regular meetings to provide input on the new design Draft specifications and code sets have been developed and provided to vendors Data discrepancy validations are still being developed CDE is currently developing a timeline for User Acceptance testing and training CALPADS Quarterly Updates March 2022 12

SPED Divided into Three New Files Note: Student Services (SSRV) File will remain the same Meetings File Eligibility File Plan File New for 22-23 New for 22-23 New for 22-23 Used to identify the specific plan and settings a student is on at any given time for: Captures the dates specific types of meetings were held and is used to monitor timeliness of: Used to determine a student s eligibility status for special education at any given time for: IDEA Reporting for LRE Initial Evaluations Annual Plan Reviews Eligibility Re-evaluations (triennials) Pending meetings Individuals with Disabilities Education Act (IDEA) reporting child count Subgroup reporting for Dataquest and CA School Dashboard Allows LEAs to submit any plan changes with specific start and end dates independent of meetings CALPADS Quarterly Updates March 2022 13

Draft Specifications and Code Sets for New File Formats The DRAFT specifications can be found in the Meeting Materials Box Link: https://cde.box.com/s/h73s0fcoy7il9imsh392vp6n3kj1m6gr CALPADS Quarterly Updates March 2022 14

Fall 2 Deadlines and Issues CALPADS Quarterly Updates March 2022 15

Fall 2 Deadlines Fall 2 certification reports became available January 4, 2022 Staff and Course Data are based on courses being taught on Census Day (October 6, 2021), the teachers that were teaching them, and the students enrolled in them Certification deadline is March 11, 2022 NO AMENDMENT WINDOW CALPADS Quarterly Updates March 2022 16

Fall 2 Issues (1) CERT174 (Course identified as Special Education with no SWD enrolled) Validation was relaxed only one SWD required to be enrolled in the class. However, as a best practice, Instructional Strategy Code 700 should only be used when: the course was SPECIFICALLY DESIGNED for students with disabilities; and all students enrolled in the class have been identified as students with disabilities or are being evaluated for special education services Should teachers on leave (assignment code 6018) be reported on 4.4 (Staff Profile List) so that Credential Analysts can review? How to report staff for third party online instructors ? CALPADS Quarterly Updates March 2022 17

Fall 2 Issues (2) Staff on Leave should be reported with: SASS record with Non-classroom Based or Support Assignment (NCBSA) Code 6018 and an FTE of 0% CRSE record for any course for which they are still the teacher of record These staff of leave will only be visible on course-related reports, specifically Report 4.3 Staff Assignment Detail They will NOT be visible on any reports where FTE is displayed, specifically: Reports 4.1 Staff Count by Job Classification and FTE Report 4.2 Staff County by Job Classification and FTE Disaggregated Report 4.4 Staff Profile List The CALPADS team expects that this issue will be resolved when the Course and Staff Files are redesigned in 2023-24 CALPADS Quarterly Updates March 2022 18

Fall 2 Issues (3) Reporting courses taught by third party instructors employed by online content providers: Education Code Section 51745(f) specifies that in order to meet the requirement to offer independent study (IS) in the 2021 22 school year, school districts or COEs may contract with a COE or enter into an interdistrict attendance agreement with a school district. Because the Education Code specifies the only entities with which they can contract, school districts and COEs may not enter into contracts with charter schools or private companies to provide independent study to students of the district or county in order to meet the district or county s obligation to provide independent study. EC sections 51745.6 and 51749.5 require LEAs that participate in either or both traditional and course-based IS programs to complete an IS ratio calculation Therefore, LEAs should assign these courses to the LEA-employed certificated staff members assigned to the independent study program Only LEA-employed certificated staff will be counted towards the IS ratio calculation CALPADS Quarterly Updates March 2022 19

Flash 218 Use of 9999999999 SEIDs Flash 218 gave guidance on the use of a generic SEID of 9999999999 in the Course Section Enrollment (CRSE) File: https://www.cde.ca.gov/ds/sp/cl/calpadsupdflash218.asp If possible, limit use of 9999999999 CRSE0545 will trigger (warning) on courses not identified as college credit courses If using 9999999999, LEAs may clear predetermined vacancy exceptions reported with generic SEIDs by looking up the teacher s unique SEID in CTC s SEID Lookup tool and entering it into CalSAAS CALPADS Quarterly Updates March 2022 20

2021-22 Assignment Monitoring Training The CDE and the Commission on Teacher Credentialing hosted an Assignment Monitoring Refresher Training on February 8, 2022 from 9:00 a.m. to noon Training recording has been posted on the CSIS YouTube Channel: https://www.youtube.com/playlist?list=PLsnFpLOXpp4IckSVOk8pV68I1Nc hTn-JG CALPADS Quarterly Updates March 2022 21

General Updates CALPADS Quarterly Updates March 2022 22

2021-22 Pandemic EBT

2021-22 P-EBT California s plan is still awaiting approval by USDA. The current iteration of the plan PROPOSES: LEAs will submit Student Absence Summary (STAS) Files for each month of the 21-22 academic year (August May) to a portal external to CALPADS CDE will provide LEAs information as soon as approval is obtained Based on LEA responses, student absences due to COVID will NOT be collected by CDSS California is pursuing using excused absences already collected on the STAS as a proxy CALPADS Quarterly Updates March 2022 24

Submission of RFEP Records in CALPADS 25 CALPADS Quarterly Updates March 2022

Reclassification Data (1) Flash 219 gives guidance on when to submit RFEP records and when they will be counted for state reporting purposes Key points: Students should be reclassified when they meet all four criteria for reclassification and the English Language Acquisition Start Date should reflect that Students reclassified after last day of school that WILL NOT be returning should have RFEP date = last day of school Students reclassified after last day of school that WILL be returning should have RFEP date = enrollment date for next school year CALPADS Quarterly Updates March 2022 26

Reclassification Data (2) Key points: Students assessed with the Initial ELPAC and Initial Alternate during the summer must have the following data submitted: A Student Enrollment (SENR) record with the student's actual start date (expected first day of school). A Student English Language Acquisition (SELA) record with: English Language Acquisition Status (ELAS) of "TBD" ELAS Start Date of the current date Primary language other than English or American Sign Language. A Student Information (SINF) record with the student's address, if the LEA wants the student address to be printed on the Student Score Report (SSR) to facilitate mailing the SSRs to parents/guardians. CALPADS Quarterly Updates March 2022 27

California Universal Meals Program and NSLP Applications and Alternative Income Information Forms 28 CALPADS Quarterly Updates March 2022

Meal Application and Alternative Income Information Form Collection Information coming in CALPADS Flash 220 Assembly Bill (AB) 130, the 2021 22 budget trailer bill for K-12 education, established the California Universal Meals Program ALL schools will be required to provide two free meals to ALL students (regardless of eligibility) requesting meals even if the school does not participate in the National School Lunch Program or School Breakfast Program Schools participating in the NSLP or SBP will receive additional reimbursement through these federal programs and the state program LEAs with poverty rates of 40% or higher MUST apply for a federal provision (Provision 2, 3, or Community Eligibility Provision [CEP]) by June 30, 2022 CALPADS Quarterly Updates March 2022 29

Required Forms for Schools in 2022-23 (1) Provision Status Must collect Meal Applications? Must collect Alternative Household Income Information forms? For CA Universal Meals Program For LCFF For CA Universal Meals Program For LCFF No, prohibited. No, prohibited. No, there is no need to. Yes, needed for all students annually for purposes of LCFF to determine free or reduced- price meal eligibility. NOT participating in NSLP Yes, mandatory, the California Universal Meals Program will still require LEAs to determine FRPM eligibility. Yes, required for all students annually for purposes of LCFF. No, there is no need to. Optional, but in addition to NSLP application for purposes of LCFF. Non- provision school, participating in NSLP CALPADS Quarterly Updates March 2022 30

Required Forms for Schools in 2022-23 (2) Provision Status Must collect NSLP or SBP Applications? Must collect Alternative Household Income Information forms? For CA Universal Meals Program For LCFF For CA Universal Meals Program For LCFF No, prohibited. No, prohibited. No, there is no need to. Yes, in the LCFF-base year, and every three years thereafter, and for new or incoming transfer students annually. Optional for students enrolled in the provision base year, but in addition to the meal application, and every three years thereafter. CEP Yes, in provision-base year: LEAs must collect meal applications in the provision base year; LEAs are prohibited from collecting applications during the next 3 years for Provision 2, and during the next four years for Provision 3. Yes, LEAs must collect meal applications in the LCFF base year; LEAs are prohibited from collecting applications during the next 3 years for Provision 2, and during the next four years for Provision 3. No, there is no need to. Provision 2 or 3 Needed for and for new or incoming transfer students annually to determine free or reduced price meal eligibility. CALPADS Quarterly Updates March 2022 31

End-of-Year Updates 32 CALPADS Quarterly Updates March 2022

New and Revised Career Technical Education Reports Revised Reports: SN & C/A 3.14: Update from all CTE Participants to CTE Noncompleter Participants - Count report SN 3.15: Update from all CTE Participants to CTE Noncompleter Participants - Student List report SN & C/A 3.19: Revised business rules regarding CTE Completer data New Report: SN 3.20: New CTE Completer Student List report CALPADS Quarterly Updates March 2022 33

Revised Student Absence Summary (STAS) File NEW Field: 13.22 ADA-Generating Independent Study Days NEW Field: 13.23 Period by Period Attendance Method Indicator Field Name Change: 13.21 Old Name: Incomplete Independent Study Days New Name: Non-ADA Generating Independent Study Days New fields will be used to fulfill reporting requirements for: AB 130/AB 167 Independent study P-EBT CALPADS Quarterly Updates March 2022 34

Snapshot and C/A Report 1.22 Graduates and Completers Count Changes Three new columns added to the LEA Certification and County/Authorized LEA (C/A) report 1.22 Graduates and Completers - Count Count of Gradates Meeting UC/CSU Requirements Count of Graduates with Golden State Seal Merit Diploma Count of Graduates with Seal of Biliteracy These counts were previously available in the now retired 1.9 Completers and Dropouts Counts report. CALPADS Quarterly Updates March 2022 35

Cohort Process and Report Changes Cohort Process Added new Exit Reason Code T168 (Alternative/Independent Study School Discharge) and Exit Reason Code E156 (Grade 12 Continued Education) to cohort process. Modify 15.2 Cohort Outcome Student List Filters Add Transition Work-based Experience Add Transition Classroom-based Work Exploration Columns Beginning 2021-2022, "Transition Work-based or Classroom-based Work Experience is removed and the two work-based learning codes are split into the separate columns 1. Transition Work-based Experience and 2. Transition Classroom-based Work Exploration CALPADS Quarterly Updates March 2022 36

2022-23 Changes Impacting LEAs Now 37 CALPADS Quarterly Updates March 2022

Addition of Parent/Guardian Highest Education Level for Each Parent/Guardian LEAs will be required to submit the highest education level for each parent or guardian submitted to CALPADS beginning in September 2022 Students whose parents or guardians (all) are not high school graduates will be counted as socio-economically disadvantaged for purposes of accountability LEAs should incorporate this new collection element to enrollment forms for the 2022-23 academic year CALPADS Quarterly Updates March 2022 38

New Language Code Set for 2022-23 Beginning in September 2022, CDE will implement the ISO-639-2 Language Codes as the Language Code Set (also adopted at the federal level as part of the Common Education Data Standards) This will replace the existing Language Code Set CDE will provide a mapping of existing Language Codes to their potential new codes View the new code set at the following web site: https://ceds.ed.gov/iso639-2LanguageCode.aspx CALPADS Quarterly Updates March 2022 39

Next Quarterly Update Meeting May 3rd and 4th, 2022 CALPADS Quarterly Updates March 2022 40

Additional Questions CALPADS Quarterly Updates March 2022 41