2 of 40

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 November 2022

3 of 40

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/8jik08dqnnaksw8hmgnj6d0wb1xc982s

CALPADS Quarterly Updates November 2022

4 of 40

Presenter Information

Education Data Management Division

Paula Mishima, Education Administrator

Brandi Jauregui, Information Technology Specialist

Shana Yeary, Interim Education Administrator

CALPADS Quarterly Updates November 2022

5 of 40

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 November 2022

6 of 40

Agenda

Special Education-specific topics
SSID Assignment Issues

Using the SSID Matching Tool
Avoiding MIDs for Statewide Assessments
Best practices for LEAs that utilize different SIS

Fall 1

Changes
Certification Data Discrepancies
Tips

Fall 2
General Updates

Pandemic Electronic Benefits Transfer (PEBT)
CalKIDS

CALPADS Quarterly Updates November 2022

7 of 40

SPED File Redesign

CALPADS Quarterly Updates November 2022

8 of 40

SPED File Redesign

File structure will be redesigned to facilitate collection, validation, reporting, and extraction of data for students with disabilities (SWD)
Target Implementation: Fall 2023
Project Status:

File specifications, code sets, valid code combinations have been finalized
Input validations, certification validations, data discrepancies, and certification data discrepancies are near final
Fall 1 user acceptance testing scheduled for March 2023
Special Education Data Guide is in development

The following documentation can be found in the May 2022 folder in the meeting materials Box site: https://cde.box.com/s/h73s0fcoy7il9imsh392vp6n3kj1m6gr

Revised CALPADS File Specifications and Code Sets for the SWDS, MEET, and PLAN Files
Data Scenarios – A list of common scenarios and the files that will be expected to be submitted for those scenarios
Data Creation Rules – The rules being used to create the baseline of SWDS, MEET, and PLAN records
Draft Data Input Validations and Data Discrepancies – Errors LEAs will receive upon input and in the Data Discrepancies reports after posting

CALPADS Quarterly Updates November 2022

9 of 40

Revised Guidance in Flash 167

Flash 167 (https://www.cde.ca.gov/ds/sp/cl/calpadsupdflash167.asp) is currently being revised.

Updates guidance related to 3-5 year old students NOT in a grade level of kindergarten

CALPADS Quarterly Updates November 2022

10 of 40

SPED Discrepancy Extract

Issue: There is currently a defect with the SPED Discrepancy Extract. To assist with prioritization, it is necessary to determine whether or not this extract is still necessary to correct demographic discrepancies between the SIS and the special education data systems (SEDs)
POLL

Q1: Do you use the SPED Discrepancy Extract to resolve local data discrepancies between the SIS and SEDS?
Q2: If you use the SPED Discrepancy Extract, which option below is the closest to how often you use it?

Once a year
Semi-monthly
Monthly
Weekly

CALPADS Quarterly Updates November 2022

11 of 40

SSID Assignment Issues

CALPADS Quarterly Updates November 2022

12 of 40

SSID Matching Tool

Critical defects have been resolved:

Re-ordering the match results by Match Percentage Score in descending order
Only providing matches with scores of 80% or higher

LEAs are highly encouraged to use the Matching Tool to assist in searching for SSIDs for new or transferring students.
Matching algorithm used for MID detection and the SSID Matching tool will be enhanced in the future (probabilistic matching)

CALPADS Quarterly Updates November 2022

This Photo by Unknown Author is licensed under CC BY-SA-NC

13 of 40

Why using the SSID Matching Tool is so important

Causes issues for statewide assessments

Creation of a multiple identifier (MID) for a student requires that the Educational Testing Service (ETS) re-associate test scores with the kept SSID in some cases
ETS has seen a significant increase in retired SSIDs, as many as 600 in one week
STAIRS reset requests have increased – students are being erroneously tested again under the new SSIDs

Best practice

Use SSID Matching Tool to determine if a student already has an SSID
After SSIDs are assigned, resolve any outstanding MIDs immediately (same day if possible)
If MID is created, avoid testing the student before the MID is resolved

CALPADS Quarterly Updates November 2022

14 of 40

SSID Assignment Best Practices for LEAs with more than one SIS

Issue: LEAs who have schools that use different student information systems or use two different instances of the same SIS MAY experience the following issue:

SENR is sent up with blank SSID and a Local ID for a NEW student
CALPADS finds the same Local ID for that LEA in the CALPADS ODS (because another school in the same LEA assigned the same Local ID)
CALPADS now assigns this enrollment to an EXISTING SSID because the LEAs Local ID existed in the ODS
User then attempts to find the new student and assigned SSID using the demographic criteria, but student cannot be found

Best practice to avoid this:

Work with your SIS vendor to append a character to the beginning of the Local ID (e.g., first letter of school name) so that the Local ID is unique within the LEA

This may also occur with LEAs who have recently changed SIS vendors

CALPADS Quarterly Updates November 2022

15 of 40

Fall 1

CALPADS Quarterly Updates November 2022

16 of 40

Change - Addition of Students in Voluntary Foster Placement

Previously, the foster student group in CALPADS only includes students in:

Non-voluntary foster placement
Foster family maintenance
Tribal Foster (requires Education Program record of 193 – see Flash 186 https://www.cde.ca.gov/ds/sp/cl/calpadsupdflash186.asp for more information)

In Fall 2022-23, the foster student group will now additionally include students in:

VOLUNTARY foster placement

All CALPADS reports and extracts displaying foster data and foster filters will now include students in voluntary foster placement

CALPADS Quarterly Updates November 2022

17 of 40

Change - Modification of Reports 1.17 and 1.18 – TK Apportionment Eligible

Report 1.17 has been renamed to LCFF Unduplicated Pupil Count
Report 1.18 has been renamed to LCFF Unduplicated Student List
In 2022–23, LEAs are eligible to claim apportionment for TK students if they turn 5 years old between September 2 and February 2. Therefore, the following changes were made to Reports 1.17 and 1.18:

Age-eligibility filter was removed

Previously had values of: LCFF Funding Eligible (default), Title I (Ages 5-17), All

Report now defaults to only students who are LCFF apportionment-eligible (KN-12, including 4 year old TK meeting criteria)

CALPADS Quarterly Updates November 2022

18 of 40

Extension for Free or Reduced Price Program Records

CALPADS Flash 242

NSLP applications or Alternative Income Information Forms received and date stamped on or before 11/30, regardless if application was approved before or after 11/30 will be considered eligible for LCFF apportionment. HOWEVER, in order for these records to count on Report 1.17, the NSLP Program Start date should be on or before October 31st.

CALPADS Quarterly Updates November 2022

19 of 40

Change - Modification of Report 1.1 – Enrollment Count

Added Age Eligibility filter to Report 1.1

Title I (Ages 5-17)
ALL

This filter was removed from Reports 1.17 and 1.18 because those reports focus on LCFF funding-eligible students
Title I low-income counts can now be pulled from Report 1.1 and NOT 1.17 and 1.18
TK students who are not funding eligible, will appear on Report 1.1 because they have a grade level of KN

CALPADS Quarterly Updates November 2022

20 of 40

Using CALPADS Free or Reduced Price Meal Data for Title I School Rankings (2)

LEAs can elect to use any of the following free or reduced-price meal (FRPM) eligibility counts to determine Title I school rankings:

Prior year counts (pre-populated in CARS)
Current-year counts – Snapshot report 1.1 – Enrollment Count by Subgroup

Reflects a column of unduplicated counts of students who are eligible for free or reduced-price meals (FRPM) on the first Wednesday of October annually. This includes students:

Directly certified in the State-level match for free or reduced-price meals
Identified as Foster in the State-level foster match
With a 181 – Free Meal or 182 – Reduced-price meal record in CALPADS
With a Migrant (135), Homeless (191), or Tribal Foster Youth (193) Education Program record

These counts will be different than those on 1.17
A filter can be applied to this report to reflect 5-17 year olds for Title I purposes
Certified annually in December

CALPADS Quarterly Updates November 2022

21 of 40

Using CALPADS Free or Reduced Price Meal Data for Title I School Rankings (2)

Recent guidance from the US Department of Education also clarified that LEAs with Community Eligibility Provision (CEP) schools may use the CEP Identified Student Percentage from the CEP base year when ranking CEP schools within the LEA:
https://www2.ed.gov/programs/titleiparta/15-0011.doc
Additional guidance: ED-USDA-Fact-Sheet-Revised-1-12-2022.pdf

CALPADS Quarterly Updates November 2022

22 of 40

Can the Community Eligibility Identified Student Percentage (ISP) be Pulled from CALPADS?

No. The CEP ISP cannot be obtained from CALPADS for the following reasons:

The CEP ISP includes any students who, in the initial year of CEP (base year), were directly certified for free meals by:

State-level direct certification match (categorized in CALPADS as “directly certified”)
Local-level direct certification (categorized in CALPADS as Education Program Code 181 – Free Meals)

Local match with county welfare agency
Sibling extensions
Categorical program eligibility (homeless, foster, migrant)

Local-level direct certification records CANNOT be distinguished from eligibility by way of approved NSLP applications or Alternative Income Information forms because they are all collected through an Education Program Code of 181 – Free Meals.

CALPADS Quarterly Updates November 2022

23 of 40

Where can I find my school’s CEP ISP?

To obtain a CEP school’s ISP, please confer with your Nutrition Services staff as this information can be obtained from the Child Nutrition Information and Payment System (CNIPS), administered by the Nutrition Services Division at CDE

CALPADS Quarterly Updates November 2022

24 of 40

How to Get Your Current-Year Enrollment and Low Income Student Counts from Report 1.1

Step 1: Run Report 1.1 with no filters to find your school’s TOTAL ENROLLMENT by clicking

CALPADS Quarterly Updates November 2022

25 of 40

How to Get Your Current-Year Enrollment and Low Income Student Counts from Report 1.1

Step 2: Find your school’s FRPM Eligible Count by applying the Age Eligibility filter of “Title 1 (5-17 year-olds only) and clicking

CALPADS Quarterly Updates November 2022

26 of 40

Fall 1 Outstanding High Priority Defects

CALPADS Quarterly Updates November 2022

Problem Number	Severity		Date Escalated	Title
6393	High		10/25/2022	Fall 1: CERT004 triggering with no SSID
6386	High		10/20/2022	Fall 1: CERT004 is not triggering on missing Race (students not counted on reports)
6379	High		10/13/2022	IVR SENR0178 - Start Date Mismatch triggering on enrollments with N470 enrollments
6374	High		10/6/2022	IVR SENR0027 does not trigger on closed enrollments
6373	High	10/5/2022		Fall 1 CERT164 for NSLP records that did not auto close on valid enrollment exit.

27 of 40

Fall 1 Certification Data Discrepancies (CDDs)

Fall 1 Certification Data Discrepancies will begin displaying November 1, 2022 for the following file types:

SENR
SPRG
SINF

ALL Fall 1 CDDs are expected to be implemented by November 8, 2022 – “LEA Approval” button will be enabled at that time
See upcoming Flash for details

CALPADS Quarterly Updates November 2022

28 of 40

Fall 1 Certification Tips

Before you try and reconcile any Fall 1 aggregate reports with the student-level reports, make sure you resolved all of your fatal Certification Validation Errors and Certification Data Discrepancies!
SWD who enrolled after 10/5/2022 will get a CERT143 warning. Okay to ignore.
Only students who meet LCFF eligibility are included on 1.17/1.18 reports. 8.1 is a list of all students enrolled.
Remember to include details on your service requests - SSIDs, Error Numbers, Job ID, SEID, etc.

CALPADS Quarterly Updates November 2022

29 of 40

Fall 2

CALPADS Quarterly Updates November 2022

30 of 40

California State Assignment Accountability System (CalSAAS) Monitoring

CalSAAS Assignment Monitoring for the 2021-22 academic year ended on November 1, 2022
LEAs should check any assignment with a CalSAAS determination of “CALPADS Error” (some type of data error in CALPADS) to ensure that the same issues are not repeated in the 2022-23 Fall 2 data

CALPADS Quarterly Updates November 2022

31 of 40

Assignment Monitoring Trainings

October 24, 2022 – Fresno County Superintendent of Schools (RECORDING COMING SOON)
December 15, 2022 – Los Angeles County Office of Education
TBD – San Joaquin County Office of Education

CALPADS Quarterly Updates November 2022

32 of 40

Two Ways to get an Earlier Start on Assignment Monitoring!

CALPADS Quarterly Updates November 2022

Pull a report of staff course assignments from your local SIS

Work with CALPADS Administrator to upload Staff and Course Files earlier, then review ODS Report 4.3 – Staff Teaching Assignment Detail

Looking at staff assignments early in the year will allow time to:

Correct State Course Codes or other course characteristics that resulted in CALPADS Error determinations in the prior year
Ensure Local Assignment Options are in place by Census Day
Correct misassignments prior to Census Day

33 of 40

Review ODS Report 4.3 Early

Verify course information is CORRECT

State Course Code and Content Subcategory are correct
Standards grade level range is correct
Special course characteristics (college course, English learner services provided, instructional language, instructional strategy, independent study, Online instruction type)
Use an “as of” date of 10/5/22 to reflect assignments effective on Census Day

CALPADS Quarterly Updates November 2022

Curriculum and instruction staff should first verify the course information is correct by taking the following steps:

Verify that the State course code and content area subcategory (if applicable) represent the correct content area the teacher is teaching based on the standards used to develop the course. This should never be based on what that teacher is authorized to teach.
Verify that the grade level standards range represents the grade level standards being taught in the course and NOT necessarily the grade levels of the students enrolled in the course.
Check all the special course characteristics to ensure that they are accurate, as they will affect whether or not a teacher is appropriately assigned:

Non-Std Inst Lvl: Is this a college credit only (23) or dual credit (24) course?
Educ Service and EL Course Enrollment: Are there English learners enrolled in the course and are there English learner services being provided in the course? If so, is the value in this field correct?
Inst Lang: Is this course taught in a language other than English? If so, is the value in this field correct?
Inst Strat: Is this course a course designed specifically for students with disabilities or is it part of a home/hospital program? If so, does it have a value of 700 (Special Education) or 300 (Home/Hospital)? Is this a general education course? If so, then this column should be blank.
Ind Study: Is this course taught as part of a traditional or course-based independent study program? If so, is the value “Y” in this column?
Online Course Instruction Type: Is this course an online course and if so, is it instructor-led, facilitated, or learner-led?

34 of 40

Fall 2 Assignment Monitoring Resources

CALPADS Code Sets - https://www.cde.ca.gov/ds/sp/cl/systemdocs.asp
CALPADS listserv - https://www.cde.ca.gov/ds/sp/cl/listservs.asp
CALPADS FAQs - https://www.cde.ca.gov/ds/sp/cl/calpadsfaqs.asp
TAMO Reports - https://www.cde.ca.gov/ds/ad/tamoinfo.asp
PEAT - https://www.cde.ca.gov/pd/ee/peat.asp
CTC Appropriate Credentials - Appropriate Credentials for CALPADS Course Codes
Admin assignment manual - https://www.ctc.ca.gov/docs/default-source/credentials/manuals-handbooks/administrator-assignment-manual.pdf
CTC listserv - CTC News Email List (ca.gov)
Credential FAQs - https://www.ctc.ca.gov/credentials/faq/faq-general

CALPADS Quarterly Updates November 2022

35 of 40

General Updates

CALPADS Quarterly Updates May 2022

36 of 40

P-EBT Benefits Distribution

CALPADS demographic, address and FRPM eligibility data will be pulled by November 4, 2022
Independent Study Attendance Collection (ISAC) was closed on October 7, 2022
CDE is processing the PEBT eligibility file and it will be provided to the California Department of Social Services the first week of November
P-EBT benefits for the first five months of 2021-22 (August 2021 – January 2022) will be distributed beginning in late November

CALPADS Quarterly Updates November 2022

37 of 40

CALPADS Data for CalKIDs

CalKids is a college savings plan for economically disadvantaged children
Pursuant to statute, the CDE provided CalKIDs all students, grades 1 -12, who were enrolled on Census Day in 2021-22 who were eligible based on LCFF Unduplicated Pupil Count rules.
Beginning in 2022-23, and annually thereafter, only students in grade 1 will be provided.
LEAs are urged to provide SSIDs to parents who are requesting them for the CalKIDs application (ensuring they verify their identities)

CALPADS Quarterly Updates November 2022

1 of 40

2 of 40

3 of 40

4 of 40

5 of 40

6 of 40

7 of 40

8 of 40

9 of 40

10 of 40

11 of 40

12 of 40

13 of 40

14 of 40

15 of 40

16 of 40

17 of 40

18 of 40

19 of 40

20 of 40

21 of 40

22 of 40

23 of 40

24 of 40

25 of 40

26 of 40

27 of 40

28 of 40

29 of 40

30 of 40

31 of 40

32 of 40

33 of 40

34 of 40

35 of 40

36 of 40

37 of 40

38 of 40

39 of 40

40 of 40