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K-12 Strong Workforce Program Required Data Upload

Webinar

Presented by the California Community Colleges Chancellor’s Office and Cal-PASS Plus

September 25, 2023

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Agenda

Welcome
Why are K12 SWP grantees required to submit data?
Who is required to submit the data?
Instructions for submitting data
Common upload issues/solutions
Additional resources

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Why are K12 SWP grantees required to submit data?

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Measuring K12 SWP grant funding impact on student outcomes

As a K12 SWP grant recipient, LEAs are required to submit all available data files for each funding round in which the LEA was awarded funds.

File types and name will be covered in subsequent slides

These data files, submitted to Cal-PASS Plus, are the building blocks for developing a K12 SWP Dashboard that will show us how those awarded funds are making progress towards outcomes established in legislation.
The K12 SWP Dashboard will allow us to be responsive to the legislature and to support LEAs in achieving intended outcomes.
These data help us track student progress through the K12 system and into the Community College system and beyond.

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Who is required to submit the data?

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Every entity that receives K12 SWP grant funding

has a responsibility to ensure required data is uploaded.

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Organizations that maintain CALPADS data must:	Organizations that do not maintain CALPADS data still have a responsibility to:
Establish or have an MOU with Cal-PASS Plus.	Notify your assigned K-14 Technical Assistance Provider (TAP) of the districts that will be uploading student data on their behalf.
Submit required K12 SWP data files for all years that grant funding is received.	Ensure those districts upload required data into Cal-PASS Plus for all years of grant funding received.

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What ROC/Ps must do:

Notify your K-14 Technical Assistance Provider (TAP) of ALL districts that will be reporting CALPADS data on behalf of the ROC/P.
Notify these districts of the MOU and data upload requirement.
Ensure these districts upload all required data to Cal-PASS Plus before the November 1^stdeadline.

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When is the deadline to submit the data?

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Data must be submitted to Cal-PASS Plus by November 1, 2023.

Note: Failure to submit ALL required data by the deadline could result in the loss of eligibility for future K12 SWP grant funding.

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Prepare to submit data to Cal-PASS Plus.

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If help is needed after this presentation,

Cal-PASS Plus will assist you…

Watch our step-by-step Cal-PASS Plus upload instructional video
Book a 30-minute appointment to get one on one assistance
Contact the help desk with questions

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Grantees should follow these six steps

1. Determine responsibility to submit data

2. Check your organization’s Cal-PASS Plus MOU status

3. Identify which years of data need to be submitted

4. Check what data your organization has already submitted

5. Download CALPADS ODS Extracts from CDE website

6. Upload CALPADS ODS Extracts to Cal-PASS Plus

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Step 1

Determine if your organization has data to submit to Cal-PASS Plus.

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Every entity that receives a K12 SWP grant

has a responsibility to ensure data is uploaded.

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Your organization is required to upload data to Cal-PASS Plus if it meets this criteria:

Receives K12 SWP grant funding to support a CTE program.

Maintains CALPADS student records for the K12 SWP grant-funded program.

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Organizations that do not maintain CALPADS records still have a responsibility to:

Notify the district(s) maintaining the CALPADS student records of their requirement to submit data to Cal-PASS Plus.
Share with those entities that non-compliance could result in loss of future K12 SWP funding.
Notify the K-14 Technical Assistance Provider (TAP) of which districts will be uploading data on behalf of the collaborative or fiscal agent, and who is the contact person.
Ensure that district(s) uploads the required data to Cal-PASS Plus by checking in and asking, sharing resources that can assist.

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Step 2

Check your organization’s

Cal-PASS Plus MOU status.

Visit: calpassplus.org

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Find MOU status on Cal-PASS Plus Member List

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Join free on the Cal-PASS Plus homepage

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A Cal-PASS Plus MOU can be submitted online or printed out, signed and sent through the mail.

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Step 3

Identify which years of data need to be submitted.

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The requirement is to submit data for years that K12 SWP funding was awarded.

Awardee Round	Must report data for the following school years
Round 1	2018-19, 2019-20, 2020-21, 2021-22
Round 2	2019-20, 2020-21, 2021-22
Round 3	2020-21, 2021-22
Round 4	2021-22
Round 5	2022-23

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Step 4

Check what data your organization has already submitted to Cal-PASS Plus.

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Contact the Cal-PASS Plus help desk to find out what data has already been received.

Contact	Send a message asking for
Cal-PASS Plus Help Desk: help@calpassplus.org	Summary of Cal-PASS Plus K12 SWP data file counts for each year your organization is required to report.

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Send email to help@calpassplus.org:

Subject Line: K12 SWP Required Data Inquiry for Maple Leaf Unified

Dear Cal-PASS Plus: Please send a summary of K12 SWP required data files you have received for Maple Leaf Unified for school years 2018-19, 19-20, 20-21, 21-22 and 22-23.

You will receive a response like this:

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Step 5

Getting organized to submit data to Cal-PASS Plus.

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K12 SWP

CRSC – Course Completion
SCSC – Student Course Completion
SCTE – Student Career Technical Education
SELA – Student English Language Acquisition
SENR – Student Enrollment
SINF – Student Information
SPRG – Student Programs

Required CALPADS

Files

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Download the CALPADS files you need by following instructions at the following link:

https://documentation.calpads.org/Extracts/ODSExtract/

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Step 6

Upload CALPADS ODS Extract to Cal-PASS Plus.

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www.calpassplus.org

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Create a Cal-PASS Plus login if you don’t have one

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User must have a login to upload data

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How to navigate the data upload page

File Purpose:

Select: CALPADS

File Description: Type: SENR 2022-23 or 2022-23 SENR (Name of ODS File)

Submit:

Resources

e.g. SENR 2022-23

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Confirmation of uploaded files

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Need help?

Most common upload issues and solutions.

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Common Cal-PASS Plus data upload issues/ solutions

Issues

Failed submission

Incorrect Format

No Data in File

Solutions

Make sure the file is saved as a .txt file.
Make sure to check to see that your file has data before submission.
Make sure your file is labeled correctly. SENR 2022-23 or 2022-23 SENR (please do not add additional characters).
Check the size of your file. If your file is over 30 MB, please zip them in a compressed file or split it into multiple files (10,000KB) and re-submit.

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Where to find additional resources and seek help

Contact Help Desk:

help@calpassplus.org

Phone: (916) 498-8980

Hours: Monday through Friday, 9am to 5pm

Resources Page:

www.calpassplus.org/calpass/help

Step by Step Instructional Video:

https://launchboard-resources.wested.org/resources/103

Book Appointment for Upload Help:

https://bit.ly/3BMSfnX