CALPADS Quarterly Updates

May 2023�

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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
• If your question is not answered, please submit a service ticket
• 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 May 2023

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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 May 2023

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Introducing

Education Data Management Division

Mariann Bjorkman, Education Administrator

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CALPADS Quarterly Updates May 2023

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Presenter Information

Education Data Management Division

Paula Mishima, Education Administrator

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Special Education Division

Brandi Jauregui, Information Technology Specialist

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CALPADS Quarterly Updates May 2023

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Advisory Staff

California School Information Services (CSIS)

Martha Friedrich, Client Services

Angela Ratty, Client Services

Nathaniel Holmes, Client Services

Rima Mendez, Requirements Management

Heather Cota, Requirements Management

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Poll Questions

1. Do you still find the CALPADS Weekly Communication useful?
2. How do you support CALPADS?

CALPADS Quarterly Updates May 2023

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Agenda

• Special Education Data Updates
• Updates – Upcoming Webinar, New Listserv, SPED Redesign
• 2022-23 EOY 4 and 3
• General Updates
• Ad Hoc Collections – (ASVAB
• P-EBT
• Reclassification Data
• Reminders of LEA End-of-Year Roll Over Activities
• Former Foster and Direct Certification
• End-of-Year Reminders and Checklists
• EOY 4, EOY 3, EOY 2, EOY 1, ACGR Checklists
• Data Discrepancy Status
• 2023-24 Updates
• Additional Questions?

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CALPADS Quarterly Updates May 2023

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Special Education Data Updates

CALPADS Quarterly Updates May 2023

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Upcoming Webinar for Special Education Staff!

• When: May 31, 2023
• Time: 9:00 a.m. – 11:30 a.m.
• Audience: school and district-level special education data coordinators, SELPA staff
• Topic: Best Practices for CALPADS EOY 3 and 4 Reporting for Student with Disabilities
• Registration information to be announced

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New CALPADS Special Education Support Listserv

• New listserv was established for special education data coordinators, SELPA staff, and all other special education data stakeholders
• Will communication special education data-related information
• To sign up, send an email to:

subscribe-calpads-sped-support@mlist.cde.ca.gov

SPED Redesign Progress

• UAT is in progress and in expected to run through the month of May
• CDE will be conducting in-person roadshows on the 2023-24 CALPADS Special Education data collection in southern, northern, central valley, and central coast regions in the month of August – more details TBD
• Most recent set of documentation can be found in the meeting materials link: https://cde.box.com/s/5ri52mu500xp7l02m78r9x3xr25cfe2f

Notable Developments

• Degree of Support Code will be optional for 2023-24, but will be required in 2024-25
• CDE is working with SELPA staff to develop guidance on how LEAs would identify the degree of support needed for each student
• Local Special Education Student ID will now be a required field on the new SERV file
• New and Modified Reason for Plan Record Codes:
• 3 – Adoption/Modified Adoption was changed to: Adoption – Same Plan Type
• Used when adopting the SAME plan type from another LEA when student transfers in
• NEW 4 – Adoption – Different Plan Type
• Used when student is transferring TO or FROM a private school (within or outside of the same LEA) and plan type being adopted is not the plan type that the student will ultimately be served on at that school.
• E.g., student on ISP transfers to a public school from a private school. The public school would adopt the ISP and use code 4 – Adoption – Different Plan Type

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On the Road Again…..Coming in August!

• The Sped Data Support team will be conducting in-person trainings on the SPED Redesign statewide:

Confirmed to date:

August 16 – San Diego

August 18 – Ventura

August 22 – Sacramento

August 23 – Fresno

August 29 – Santa Clara

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Additional dates pending for:

Southern Region (Los Angeles, Riverside)

Northern region (Shasta, Humboldt)

Central Coast (Mendocino, Sonoma)

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More information to be announced!

2023-24 Pathway Diploma for Students with Disabilities

• For EOY 3: Students with disabilities who are graduating with the New Pathway to High School Diploma in the 2022-23 year should be exited with the following Student Exit Reason and School Completion Status Codes:
• Student Exit Reason – E230 – Completer Exit
• School Completion Status Code – 100 – Standard High School Diploma
• For the 2023-24 academic year, the new School Completion Status Code will be:

102 - Pathway Diploma for Students with Disabilities

An alternate diploma given that is: (1) standards-based, and (2) aligned with the State's requirements for the regular high school diploma. This diploma is given to an eligible student with the most significant cognitive disabilities, and only if the student has taken the State's alternate assessment aligned with alternate academic achievement standards under section 1111(b)(2)(D) of the ESEA and met any other State-defined requirements.

• Students graduating in 2022-23 may re-enroll for special education services in the 2023-24 academic year, however, in order to re-enroll the student, the LEA must retroactively change the prior year School Completion Status Code of 100 to the NEW code.
• New Pathway to High School Diploma – guidance for 2022-2023 and 2023-2024:
• https://www.cde.ca.gov/sp/se/lr/om030723.asp

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EOY 4 and 3 for Students with Disabilities

General EOY 4 Reminders

• Reports should reflect any students evaluated, pending initial evaluation, or on active plans who were enrolled in your LEA anytime between July 1 – June 30
• Some students who were exited by a previous LEA MAY appear on these reports. KNOWN ISSUE – CALPADS Flash #249 - https://www.cde.ca.gov/ds/sp/cl/calpadsupdflash249.asp

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End of Year 4 Reporting Checklist – 16.1

• Verify counts by primary disability are correct for students on IEPs, IFSPs, and ISPs

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• Compare the total SWDs by Plan Type to counts in your local special education data system – these are students who were enrolled and on evaluated or on active plans from July 1 – June 30

• Compare these aggregate counts to those on the student list – Report 16.3

End of Year 4 Reporting Checklist – 16.2

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• Compare the total SWDs by primary disability and setting to counts in your local special education data system – are counts by setting reasonable?

• Verify that counts by General Education Participation range are reasonable

• Compare these aggregate counts to those on the student list – Report 16.3

End of Year 4 Reporting Checklist – 16.3

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• DOWNLOAD this report and use filtering and sorting to compare to aggregate counts in 16.1 and 16.2

• Compare student list to your local SEDS – are the counts the same? Are there any students MISSING?

• Compare these aggregate counts to those on the student list – Report 16.3

End of Year 4 Reporting Checklist – 16.4

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• Compare the service counts to your local SEDS, are they reasonable?

• Compare the total students to counts in your local special education data system of students who were on active plans from July 1 – June 30

End of Year 4 Reporting Checklist – 16.6

• Verify student services by plan type
• Ensure all students on active plans between July 1 and June 30 have services associated with every SPED record active for the academic year

End of Year 4 Reporting Checklist – 16.9

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• Compare aggregate count of exited students to your local SEDS – are the counts the same?

• Compare these aggregate counts to those on the student list – Report 16.3

• Are the counts by exit reason reasonable?

Postsecondary Outcome Survey

Surveys should be sent out to all SWD who exited special education in the 2021-2022 cohort with:

• School Completion Status Code
• Graduated, standard HS diploma (100)
• Students with Disabilities Certification of Completion (120)
• Adult Ed High School Diploma (250)
• Received a High School Equivalency Certificate (and no standard diploma) (320)
• Passed CHSPE (and no standard diploma) (330)
• Completed grade 12 without completing graduation requirements, not grad (360)
• Or alternatively, if a student exits using one of the following exit reasons:
• No known Enrollment – Truant (E140)
• Prior completion of Special Education (E125)
• Expelled No known Enrollment (E300)
• Other or Unknown (E400)
• Medical Reasons (E410)
• Transferred to College (T280)
• More detail can be found in CALPADS Flash #203 (archived) at the following link: https://cde.box.com/s/xxw11upt2b76nvnqnmsawvw83r5b02z0

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End of Year Reporting Checklist – 17.4

• Run report 8.1a (Student Profile Exits) to find SWDs who exited in 2021-22 with specific completion statuses or exit codes

• Have postsecondary statuses been reported for all of those students, including “Not able to contact” and “Refused to answer”?

• Did any of those students re-enroll in 2022-23 for any reason, including transition services, if so, they should not have been surveyed

EOY 3 – Incidents for SWD

Incident Data for ALL Students

• Incidents for ALL students are tracked in the SIS
• There are specific data that are tracked for students with disabilities:
• Instructional Support Indicator (required to be populated if student is suspended or expelled)
• Removal to Interim Alternative Setting Reason Code (45-day placements)
• Incident Result Authority Code
• Also remember that any incidents for students attending NPS schools must be reported

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Required Data

Communication is Key!

Reviewing Incident Reports – 7.16

• Check for significant increases in suspensions and expulsions from the prior year – verify accuracy
• Check for any students removed to an interim alternative setting (45-day placements) – these are rare
• Check for incidents of restraint or seclusion – were there any Behavioral Emergency Reports (BER)? Are they represented?
• Were incidents reported for any NPS schools? Were these provided to SIS admin. to enter in SIS?

Verify Student List – Report 7.18

• Was the student on an IEP on the Incident Date?
• Is the duration of the suspension or expulsion correct?
• Are the offenses correct?

Check for Disproportionality

• Work with your CALPADS administrator to obtain the EOY 3 report role to additionally review Incident reports for general education student to check for disproportionality by:
• SWD by Race/Ethnicity

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Common EOY Special Education Errors

HELP!!!

• For assistance in resolving errors, always start with the CALPADS User Manual:

https://documentation.calpads.org/Troubleshooting/ErrorList/#eoy4-errors

https://documentation.calpads.org/Troubleshooting/ErrorList/#sped-errors

https://documentation.calpads.org/Troubleshooting/ErrorList/#ssrv-errors

• Describes the error
• Lists any active defects
• Gives suggested resolution

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Most Common EOY Sped Errors

• CERT140 - Missing SPED record for a student with a SSRV record.
• Error resolution video: https://www.youtube.com/watch?v=gPjxhHeSIrI&list=PLsnFpLOXpp4I0qMgg_qQiZZaol1LezxRl&index=9&pp=iAQB
• CERT144 - SPED Record Missing for student Enrolled at NPS school
• Error Resolution Video: https://www.youtube.com/watch?v=VKflGSCAafY&list=PLsnFpLOXpp4I0qMgg_qQiZZaol1LezxRl&index=13&pp=iAQB
• CERT145 - SPED record missing for student enrolled in Private School
• CERT159 - Removal to Interim Alt Setting Populated for Non-Special Education Student

• SPED0364 - Student Age must be between 2-6 years for this Special Education Program Setting Code
• SPED0366 - Invalid Student Age for Education Plan Type Code 100 (IEP) or 200 (ISP)
• SPED0380 - Invalid Student Age for Postsecondary Goals Age Appropriate Transition Assessment Indicator
• SPED0405 - Student Age must be between 5-22 years for this Special Education Program Setting Code
• SPED0432 - Student over 22 or missing Special Education Program Exit Date
• Error resolution video: https://www.youtube.com/watch?v=knXAkTxpEyA&list=PLsnFpLOXpp4LKzbw8NVYBoBUHiobeAPUt&index=1&pp=iAQB

• SSRV0445 - Mismatch of Student Special Education Meeting or Amendment Identifier
• SSRV0448 - Missing Service Frequency Code

• PSTS0481 - SPED student must be older than 16 and have an exited SENR record

General Updates

CALPADS Quarterly Updates May 2023

Ad Hoc Collections�ASVAB and ISAC

CALPADS Quarterly Updates May 2023

Ad Hoc Collections

• The CALPADS Operations Office is assisting in the administration of two Ad Hoc collection systems:
• Armed Services Vocational Aptitude Battery (ASVAB) Reporting System (opened May 1, 2023)
• Independent Study Attendance Collection (ISAC) Reporting System to support the Pandemic Electronic Benefits Transfer (P-EBT) program (opens May 12, 2023)
• Both submissions to ASVAB and ISAC close on June 30, 2023
• (NOTE: there are different deadlines for updating CALPADS for P-EBT student enrollment/exit, program, and address data; refer to slides on P-EBT.)

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Ad Hoc Collections

• Each system has its own access code
• Access to both systems are provided to the CALPADS LEA Administrator
• Note: There is only one or two CALPADS LEA Administrators per LEA; the Administrator must be approved by the CDE. Only the CALPADS LEA Administrator has the role to assign roles to other staff within the LEA. Since many staff working in CALPADS have many roles, there is sometimes confusion as to who the official CALPADS LEA Administrator is. Only the CALPADS LEA Administrator can retrieve the access codes for each of the two systems.
• The CALPADS LEA Administrator can retrieve their access code by clicking on the “Retrieve Your Access Code” button on the login page for each system. The access code will then be sent to the CALPADS LEA Administrator’s email.

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Ad Hoc Collections

• The CALPADS LEA Administrator may give their Access Code(s) to other staff, however, all communications regarding the systems will go to the CALPADS LEA Administrator’s email
• Uploading data to ASVAB will depend on local practices and where the ASVAB data are maintained; CALPADS staff should not necessarily be expected to upload data to ASVAB
• It may be best practice for CALPADS staff to upload data to ISAC, since they are familiar with extracting the STAS file from the SIS

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Ad Hoc Collections

• Questions about these Ad Hoc collections should not be sent to the CALPADS Service Desk, and should be sent to the following email boxes:
• ASVAB
• Technical questions about the ASVAB reporting system: ASVAB@cde.ca.gov
• Programmatic questions about ASVAB: ASVAB@cde.ca.gov
• Questions about the CA School Dashboard: Dashboard@cde.ca.gov
• ISAC/P-EBT
• Technical questions about ISAC: ISAC@cde.ca.gov
• Programmatic questions about P-EBT: PEBT@cde.ca.gov

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CALPADS Quarterly Updates May 2023

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ASVAB

CALPADS Quarterly Updates May 2023

ASVAB Reporting System

• The CDE will again be collecting Armed Forces Qualification Test (AFQT) scores through the Armed Services Vocational Aptitude Battery (ASVAB) Reporting System
• The data are used by the CDE to determine if AFQT scores could potentially be included in the College/Career Indicator (CCI) on the California School Dashboard, to include more career measures
• LEA Accountability Coordinators will receive a communication from the CDE requesting their assistance for collecting this data

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ASVAB Reporting System

Resources:

• For instructions on how to use the ASVAB reporting system: https://www2.cde.ca.gov/asvabreportingsystem/instructions
• For questions about ASVAB refer to the ASVAB FAQs: https://www.cde.ca.gov/ds/sp/cl/asvabtestfaq.asp

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CALPADS Quarterly Updates May 2023

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P-EBT 4.0/ISAC

CALPADS Quarterly Updates May 2023

Summer P-EBT 4.0

To be eligible for Summer P-EBT 4.0, students must:

• Be enrolled at a school participating in a federal meals program for at least one day in May 2023
• At some point in 2022-23 be identified as individually FRPM-eligible based on a FRPM program record (via an NSLP application or Alternative Household Income Form), homeless or migrant program record, or identified as foster or directly certified through the statewide match, OR
• At some point in 2022-23 was enrolled in a school operating a federal meals program under CEP or Provision 2 or 3

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CALPADS Quarterly Updates May 2023

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Summer P-EBT 4.0

• Students who are not eligible for Summer P-EBT 4.0 include:
• Students enrolled in a school not participating in a federal meals program
• Students who exited before May 1, 2023
• Students who graduated before May 1, 2023
• For purposes of Summer P-EBT 4.0, LEAs should update student enrollment/exit, program eligibility, and address data by May 22, 2023

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CALPADS Quarterly Updates May 2023

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School Year P-EBT 4.0

• For purposes of Summer P-EBT 4.0, LEAs should update student enrollment/exit, program eligibility, and address data by May 22, 2023
• Summer P-EBT benefits will be loaded on a new “P-EBT 4.0” card and mailed to the addresses updated in CALPADS by May 22, 2023
• SY benefits, which will go to a small subset of students who receive summer benefits, will be loaded on to that same P-EBT 4.0 card
• Therefore, it is important to update addresses by May 22, 2023

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CALPADS Quarterly Updates May 2023

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School Addresses for P-EBT

• Student addresses in CALPADS will be used by CDSS to mail P-EBT cards to students; LEAs should update student addresses by May 22, 2023
• CDE will provide student addresses to CDSS as follows:
• Mailing Address, if not available then…
• Residential Address, if not available…
• LEA should populate the student’s mailing address with the school or district address, depending on how the LEA will distribute cards to students… if left blank…
• CDE will send the district office address to CDSS for the student

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CALPADS Quarterly Updates May 2023

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School Year P-EBT 4.0

To be eligible for school year (SY) P-EBT 4.0, students must:

• Be enrolled at a school participating in a federal meals program (the National School Lunch Program [NSLP] or School Breakfast Program [SBP]), AND
• Be individually Free or Reduced-Price mean (FRPM) eligible (through an NSLP application, Alternative Household Income Form, homeless, migrant, foster, or directly certified), OR
• Be FRPM-eligible based on enrollment in a school operating a federal meals program under a Community Eligibility Provision (CEP) or Provision 2 or 3
• Additionally, students must have:
• Attended school virtually through independent study for 5 or more days in a month
• Attended school in-person and had an excused absence, presumably due to COVID related reason (illness or quarantine), for 5 or more days in a month

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CALPADS Quarterly Updates May 2023

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School Year P-EBT 4.0

P-EBT 4.0 will also provide benefits to:

• Students enrolled in 2022-23 at a public virtual school not participating in a federal meals program and had exited a school participating in a federal meals program between January 27, 2020 and June 30, 2022, AND
• Is individually FRPM-eligible through an Alternative Household Income Form, or is homeless, migrant, foster, or directly certified
• Attended school through IS of 5 or more days in a month

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CALPADS Quarterly Updates May 2023

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School Year P-EBT 4.0

P-EBT 4.0 will also provide benefits to private school students who:

• Were enrolled at a public school participating in a federal meals program and then exited between January 27, 2020 and June 30, 2022, and in 2022-23 was:
• Enrolled in a private virtual school not participating in a school meals program and has a CDS code, or
• Homeschooled and has a Private School affidavit number or CDS code assigned by CDE
• These students must apply for P-EBT benefits through the P-EBT Application Portal where they will have to provide evidence of eligibility
• CALPADS data will only be used to help validate that the student exited a school participating in a federal meals program during the specified timeframe

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CALPADS Quarterly Updates May 2023

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School Year P-EBT 4.0 �Data Update/Submission Dates

• LEAs must update student enrollment/exit data, program eligibility, and address data in CALPADS by June 30, 2023
• LEAs must submit the Student Absence Summary (STAS) file to the Independent Study Attendance Collection (ISAC) system by June 30, 2023
• LEAs must submit the STAS file for each month, August 2022 through April 2023, and for May 1 through May 11, 2023 (up to nine days)
• STAS data collected through End-of-Year (EOY) 3 will not supplement P-EBT 4.0 data; therefore, LEAs must submit data to ISAC in order for their students to receive benefit

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CALPADS Quarterly Updates May 2023

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P-EBT/ISAC Resources

Resources:

• Refer to Flash 250 for detailed information about P-EBT 4.0 School Year and Summer
• Information on ISAC: https://www.cde.ca.gov/ds/dc/isac.asp
• This page includes a link to the login page (opens May 12, 2023)
• This page includes links to training videos
• Information on Navigating the ISAC Reporting System: https://www.cde.ca.gov/ds/dc/isacinstructions.asp
• Information on P-EBT for families can be found at: https://capandemic-ebt.org

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CALPADS Quarterly Updates May 2023

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Reclassification Data �(Submission of RFEP Records in CALPADS)

CALPADS Quarterly Updates May 2023

Reclassification Data (1)

• Reminder that Flash 219 (https://www.cde.ca.gov/ds/sp/cl/calpadsupdflash219.asp) 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
• When students are reclassified during the school year, the English Language Acquisition Start (ELAS) Start Date should reflect the date the reclassification decision was made
• Students reclassified after last day of school that WILL NOT be returning should have RFEP State Date = last day of school. These students will be counted as RFEP’d at that school in that school year.
• Students reclassified after last day of school and who WILL be returning should have RFEP date = enrollment date for next school year. These students will be counted as RFEP’d at that school in the next school year.

CALPADS Quarterly Updates May 2023

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Summer Assessment for Initial ELPAC

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• 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 May 2023

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Reminders for �End-of-Year Roll Over Activities �(Foster and Direct Certification)

CALPADS Quarterly Updates May 2023

Purging of Former Foster Youth Report

• Report 5.9 - -Former Foster Youth – Student List does not span academic years
• After weekly upload on July 1, 2023, the report will be refreshed and will begin to show only students who continue to be foster or become foster in 2023-24 academic year
• Reminder - to keep historical records of the former foster youth for the 2022–23 academic year, download Report 5.9 as a Comma Separated Values (CSV) file or save a copy of the report on or before June 30, 2023

CALPADS Quarterly Updates May 2023

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Direct Certification Counts During Summer

• Reminders:
• Download Direct Certification extracts prior to June 30,2023 for students who were directly certified by CALPADS in 2022-23 before they are refreshed on July 1, 2023
• For exits at the end of the academic year, students with a Student Exit Reason Code = E155 – Year End Enrollment Exit will be the only exits sent over for direct certification matching
• Direct Certification counts could be significantly lower than expected in summer months until subsequent enrollment are submitted to CALPADS.

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CALPADS Quarterly Updates May 2023

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End-of-Year Reminders and Checklists

CALPADS Quarterly Updates May 2023

2022-23 End-of-Year Submission Deadlines

• End-of-Year (EOY) 1 – 4 submission window opens May 8, 2023
• Certification deadline is July 28, 2023
• LEA-level approval needed for EOY 1 – 4
• SELPA-level approval strongly encouraged for EOY 3 and EOY 4
• Final Amendment deadline is August 25, 2023
• LEA-level approval for EOY 1 – 4 and SELPA-level approval for EOY 3 and 4 required
• 4-year Cohort Data pulled from ODS on August 25, 2023

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CALPADS Quarterly Updates May 2023

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2022-23 End-of-Year Submission Deadlines

• Proposed budget trailer bill language requires the CDE to post the California School Dashboard by specific dates
• The dates are earlier for each of the next three fiscal years
• This will impact the CALPADS End-of-Year (EOY) deadlines since the majority of the Dashboard indicators are based on CALPADS EOY certified data
• For 2022-23 EOY, the FINAL deadline remains the same, August 25, 2023
• However, this deadline will need to be earlier in subsequent years
• The CDE will develop a proposal for EOY deadlines for the next three years and vet with stakeholders

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CALPADS Quarterly Updates May 2023

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Recommended Order of Certification

CALPADS Quarterly Updates May 2023

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EOY 2 Checklist

CALPADS Quarterly Updates May 2023

Finding the EOY Checklist

CALPADS Quarterly Updates May 2023

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EOY 2 Checklist

• Ensure all students participating in the following programs between July 1 and June 30^th have been identified with a SPRG record:
• Transitional Kindergarten - 185
• Title I Targeted – 122
• Pregnant or Parenting – 162
• Opportunity Programs – 108
• 504 Accommodation Plan – 101
• Title I Part A Neglected – 174
• Armed Forces Family Member – 192
• California Partnership Academy - 113

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CALPADS Quarterly Updates May 2022

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• Title I School Status is determined by data certified in the Consolidated Application Reporting System (CARS) – Note: Refer to next slide for 2022-23 CARS delay
• Title School-wide schools must be identified as SWP on the School-wide Authorization Form in CARS
• All other schools will default to Title I Targeted
• LEAs receive CERT097 if they are identified as Title I Targeted and no student program records with an Education Program Code of 122 have been submitted to CALPADS

CARS Resource Site

CARS Resource Video

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Other EOY 2 Reminders

• LEAs have not been able to update CARS for their title status in 2022-23 because of the delayed opening of CARS
• CARS is projected to open mid-May
• LEAs should wait to update Title I program records until CARS has opened and their Title I status has been updated in CARS
• Once CARS opens, LEAs should update that status in CARS as soon as possible so that it is correctly reflected in CALPADS

CALPADS Quarterly Updates May 2023

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CARS Delay and Impact on EOY 2

EOY 4 �Checklist and DSEA Verification

CALPADS Quarterly Updates May 2023

EOY 4 Checklist

• Ensure all students with active plans and who received parental consent for evaluation who were enrolled in your LEA between July 1 – June 30 are represented in the child counts
• Ensure any student who turned 5 years old and is in Kindergarten has 1) a General Education Participation Range Code and 2) Special Education Program Setting other than 201 – Early Childhood
• Ensure services have been submitted for every student on an IEP, IFSP, and ISP
• Ensure that special education program exits are populated for all students who are not or no longer eligible for services. MUST BE POPULATED ON THE ANNUAL (20) RECORD
• Ensure all students with disabilities who have exited secondary education in 2021-22 have been surveyed for their postsecondary outcomes and responses have been recorded in the special education data system

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CALPADS Quarterly Updates May 2023

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Verifying the District of Special Education Accountability (DSEA) Extract (1)

• For purposes of the California School Dashboard, data for students with disabilities will be attributed back to the District of Special Education Accountability at the district-level
• Prior to certifying EOY 4, ensure that your LEA has reviewed the DSEA extract to ensure:
• Your LEA is the appropriate DSEA for any student with an Accountability Attribution Category of “Receiving”
• Another LEA is the appropriate DSEA for any student with an Accountability Attribution Category of “Sending”

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Verifying the District of Special Education Accountability (DSEA) Extract (2)

• If your LEA is NOT the appropriate DSEA for any student with an Accountability Attribution Indicator of “Receiving”
• Contact the LEA to have them correct this on the student’s SPED record
• If another LEA is NOT the appropriate DSEA for any student with an Accountability Attribution Indicator of “Sending”
• Correct the DSEA on the student’s most recent SPED record for your LEA

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EOY 1 Checklist

CALPADS Quarterly Updates May 2023

EOY 1 Checklist

• Ensure CTE Completers have been appropriately identified in your student information system
• Ensure all students completing Leadership/Military Science courses have been reported
• Ensure all students completing College Credit courses have been reported
• Verify all Work-based Learning Programs have been submitted for students

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EOY 3 Checklists

CALPADS Quarterly Updates May 2023

EOY 3 Checklist - Incidents

• Ensure all incidents resulting from violations of Education Code Sections 48900 and 48915 have been reported for all students (including students attending NPS schools) regardless of the outcome and duration of a removal
• Report all instances of restraint or seclusion even if it was not the result of a violation of 48900 or 48915 (including students attending NPS schools)
• Double check schools that generate a CERT0071 error (No Discipline Data Submitted for a School)
• Accountability can elect to assign an automatic color or Orange or Red for the suspension indicator in the Dashboard for specific schools not submitting ANY Incident data.

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EOY 3 Checklist - Incidents

• Report all results for each incident for each student
• Report any increment of a day for suspensions for all students
• Report the duration of all:
• Suspensions (in and out of school)
• Expulsion
• Ensure a site is not expelling any students solely for Defiance or Disruption (E.C. 48900 (k))
• Ensure the site is not suspending or expelling K-8 students solely for Defiance or Disruption

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EOY 3 Checklist – Chronic Absenteeism

• Ensure staff have been appropriately identifying students as present or absent in your local SIS
• Ensure ADA-generating and Non-ADA-generating Independent Study Days are accurate (remember this will be used to determine number of days a student participated in independent study)
• Follow up with schools with any schools with 100% perfect attendance to ensure data are correct
• Make sure adjustments are made to expected attendance days for students that were on maternity or paternity leave to exclude those days from the expected
• Ensure any student reported as being absent for out-of-school suspension has a SINC, SIRS, and SOFF record
• Ensure students who are exempted from attendance reporting are appropriately identified in the STAS File

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EOY 3 Checklist – Cumulative Enrollment

• Ensure all students with primary, short-term, and secondary enrollments anytime from July 1 – June 30^th are reflected in the Cumulative Enrollment Reports
• Ensure your cumulative enrollment is GREATER than your Census Day Enrollment

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EOY 3 Checklist – Homeless

• Work with your Homeless Liaison to ensure that all students who were identified as homeless between July 1 – June 30 are represented in Reports 5.4 and 5.5 (student list)

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EOY 3 Checklist – Graduates and Completers

• Ensure all students graduating with a standard high school diploma have an Exit Code of E230 and a Completion Status of 100 between 8/16/2022 and 8/15/2023
• Ensure all other completers are appropriately represented

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EOY 3 Checklist – ELs Reclassified

• Ensure all students who have been reclassified between July 1 and June 30 of the academic year have SELA records submitted
• If students are reclassified after they have exited for the academic year, ensure that the appropriate RFEP start date is populated per guidance in CALPADS Flash 219 (https://www.cde.ca.gov/ds/sp/cl/calpadsupdflash219.asp)

CALPADS Quarterly Updates May 2022

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Adjusted Cohort Graduation Rate (ACGR) Checklists�

CALPADS Quarterly Updates May 2023

Cohorts and Annual Counts

• Regular Schools (4-year ACGR and 4/5 combined Dashboard Cohort)
• High school graduate with School Completion Status of 100 – Standard High School Diploma
• DASS Schools (One-year cohort)
• High school completion (Standard High School Diploma, CHSPE, GED, TASC, HiSET, Special Education Certificate of Completion (for students who take the CAA), Adult Education High School Diplomas (issued by DASS)).

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Verifying Cohort Data

• Step 1 – Determine Students in Cohort:
• Regular schools – Use Report 15.2 – Cohort Student Outcomes to find students who are in your current-year cohort
• Dashboard Alternative Status Schools (DASS) - Use report 8.1a – Student Profile Exits or new Report 1.22 and Report 1.23 (Graduates and Completers) to find students who are in the 2010-21 DASS one year cohort

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Adult-age Students with Disabilities in Transition Indicator (Flash 156)

• Students with a grade level of 12 and an Adult-age SWD in Transition status of “Y” will be removed from the DASS 1-Year graduation rate denominator
• CALPADS Administrators should work with their district special education staff to assist in the identification of students. These students are:
• On active Individualized Education Plans (IEPs).
• Equal to or greater than 17 years old.
• Still enrolled in a K–12 school after their initial cohort graduation year.
• Enrolled in the LEA solely for the purpose of receiving services related to the transition from secondary education to college, career, and independent living.
• Not taking courses that would generate credit towards a standard high school diploma

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Adjusted Cohort Graduation Rate (ACGR) Checklist (1 of 2)

• Ensure all SENR indicators have been populated accordingly
• Student Exit Codes and Completion Statuses
• Student Met A-G Requirements
• Seal of Biliteracy
• Adult-age Students with Disabilities in Transition Indicator
• Ensure graduates (4-, 5-year, and DASS) who completed a CTE pathway in any grades 9-12 have been reported in SCTE file

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CALPADS Quarterly Updates May 2023

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ACGR Checklist (2 of 2)

• Ensure all Work-Based Learning records have been submitted for all students
• Ensure you work with special education staff to ensure identification of work-based learning programs for students with disabilities have been populated in the SIS and in CALPADS

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CALPADS Quarterly Updates May 2023

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Data Discrepancy Status

CALPADS Quarterly Updates May 2023

Data Discrepancy User Interface/Extract Status

• Data Discrepancy (DD) user interface (UI) and extract of errors User Acceptance Testing (UAT) postponed
• UAT was to begin in April 2023, but postpone to later a date to further enhance the user experience
• New UAT schedule will be announced in the next few months

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CALPADS Quarterly Updates May 2023

2023-24 Updates

CALPADS Quarterly Updates May 2023

Retire Toddlers Grade Level

• Beginning July 1, 2023 (2023-2024) the following will be implemented:
• Retire Toddlers (TD) grade level with End Date = 6/30/2023
• Modify Infant (IN) grade level definition to include toddlers
• IN = A grade level for individuals, ages 0 through 35 months (infants and toddlers), not yet enrolled in a public educational institution or formal preschool program.
• Student Exit Reason-Grade Level – retire TD grade level valid code combos with Last Academic Year Effective = 2022-2023

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New Transitional Kindergarten�Grade Level

• Beginning July 1, 2023 (2023-2024) the following will be implemented:
• New Transitional Kindergarten (TK) grade level with Start Date = 7/1/2023
• Modification to Kindergarten (KN) grade level definition
• Retire Education Program Code = 185 (TK) with end date = 6/30/2023
• Valid Code Combo Updates:
• Completion Status-Grade Level to include TK and retire TD
• Student Exit Reason-Grade Level to include TK and retire TD
• Course Group Master to include grade low from KN to TK
• Education Program-Membership Category to add last AY Effective for Program code = 185

CALPADS Quarterly Updates May 2023

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New Transitional Kindergarten�Grade Level and Testing

• For 2023-24, when data are exported from CALPADS and sent to the Test Operations Management System (TOMS), the CDE will transform the new transitional kindergarten (TK) grade level to kindergarten (KN). This will not impact any LEA function.
• As TK is defined as the first year of a two-year kindergarten program in statute, this interim solution continues to support eligible students’ civil rights to receive English learner (EL) programs and services if identified as an EL
• The students in grade TK in CALPADS (and transformed to KN in TOMS) will be able to test with the Initial English Language Proficiency Assessments for California (ELPAC) or Initial Alternate ELPAC
• Further guidance on assessing TK students will be forthcoming from the CDE’s Assessment Development & Administration Division

CALPADS Quarterly Updates May 2023

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Parent/Guardian Names and Highest Education Level

• LEAs will be required to submit both the First Name and Last Name for Parent/Guardian as well the highest education level for each parent or guardian submitted to CALPADS beginning in September 2023
• Historical data will NOT need to be updated unless SINF record is updated or added
• The Socio-Economically Disadvantaged (SED) subgroup calculation will be updated to include criteria: Students where BOTH Parents/Guardians are NOT high school graduates (Decline to State will continue to not be included in SED)
• LEAs are encouraged to analyze the parent/guardian name data and the highest level education in their student information systems to ensure that fields are populated correctly

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Graduation Requirements: Exemptions

• Pursuant to SB 532, beginning in 2023-24, LEAs will be required to report whether a student graduated with an exemption from local graduation requirements
• Data will be collected as a new indicator field (Y/N) on the Student Enrollment (SENR) file type for all exited students with E230/100 (high school graduate)
• An indication of whether a graduating high school student was exempted from local graduation requirements but has completed all state graduation requirements for a standard high school diploma. A “Y” would indicate the student was exempted; an “N” would indicate the student was not exempted from local graduation requirements.

CALPADS Quarterly Updates May 2023

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Language Code Changes

• The implementation of the new language codes will occur with the end-of-year rollover, which takes place in mid-September
• The CDE will be using a code set that combines codes from the ISO 639-2 and ISO 639-3 codes sets.
• This code set has a significantly greater number of languages – CDE will be working to clarify names and definitions to make selection easier
• LEAs should work with their student information system vendors for how to display, search, and sort the new codes in local systems
• Additional information and guidance will be provided in an upcoming Flash

CALPADS Quarterly Updates May 2023

98

SSID Extract Updates

• Addition of most recent Initial US School Enrollment from SINF
• Additional Date Range option for newly created SSIDs

CALPADS Quarterly Updates May 2022

99

2023-24 Course Code Changes

CALPADS Quarterly Updates May 2023

2023-24: New Advanced Placement (AP) Courses

CALPADS Quarterly Updates May 2023

101

2023-24: New CTE Course Code in Arts Media and Entertainment Industry Sector

CALPADS Quarterly Updates May 2023

102

2023-24: Retire CTE Course Codes in Arts Media and Entertainment Industry Sector

CALPADS Quarterly Updates May 2023

103

2023-24: Modifications to CTE Course Codes in Arts Media and Entertainment Industry Sector

• Approximately 25 Course Codes in Arts Media and Entertainment Industry Section require modifications to the Course Names, Descriptions, and removal of CTE Sub-Pathway Code
• V15.0 Code Sets and v15.0 Valid Code Combos (Course Group Master) revision history will have the specific updates noted

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Next Quarterly Update Meeting

• 2023-24 academic year – dates are forthcoming
• Registration information: https://www.cde.ca.gov/ds/sp/cl/calupd.asp

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Additional Questions

CALPADS Quarterly Updates May 2023

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