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CALPADS General Overview 2016-2017

The California Longitudinal Pupil Achievement Data System (CALPADS) is an education system that tracks a student’s academic performance, in addition to: student demographics, course data, discipline, assessments and staff assignments. Although some reports can be submitted at any time of year (as the data within reports changes), the table below indicates reports that are required during a specified schedule.

Submissions

Next Steps

Fall 1
Oct 5, 2016 to Dec 2, 2016

Amendment Window:
Dec 3, 2016 to Jan 27, 2017

SINF/SENR
     • 2016–17 Enrollment Counts
     • 2015–16 Grads and Drops
SELA
     • English Learner Counts
     • Immigrant Counts
SPRG (Free/Reduced Lunch)

Fall 2
Dec 28, 2016 to Mar 3, 2017

Amendment Window:
Mar 4, 2017 to Mar 31, 2017

CRSE/SCSE
     • Student Course Enrollments
SDEM/SASS
     • Teacher Assignments
SELA
     • English Learner Education Services

EOY 1
May 15, 2017 to July 31, 2017

Amendment Window:
Aug 1, 2017 to Aug 11, 2017

CRSC/SCSC
     • Course completion for grades 7–12
SCTE
     • CTE participants, concentrators, completers

EOY 2
May 15, 2017 to July 31, 2017

Amendment Window:
Aug 1, 2017 to Aug 11, 2017

SPRG
     • Program Participation
     • Homeless Students

EOY 3
May 15, 2017 to July 31, 2017

Amendment Window:
Aug 1, 2017 to Aug 11, 2017

SDIS - Student Discipline
STAS - Student Attendance (NEW)

 

(Schedule source: http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp)

CALPADS Module

Quickschools’ “CALPADS” module will facilitate the process of generating data extracts for reporting. Within the module, which may be only accessible to certain users, several tools to extract, maintain, and upload data are included. The sub-modules within are outlined below.

Generate Extracts Tab

  • Offers the ability to Generate Extracts for CALPADS reporting.
  • The ‘Year’ and ‘CALPADS Extract’ drop downs are used to specify the year and type of extract needed.

 

  • With the specifications added, the student listing table can then be used to specify which students to include in the extract.
  • The Advanced Search includes options to filter students from a specific school, in addition to options that are report-specific. In the sample below, the SENR extract offers the ability to filter by SSID Status. (SENR for students with SSID, and those without SSID are reported separately to CALPADS)

  • In the screenshot below, the “Generate SENR Extract” is used to generate the extract.

  • There is a validation that runs behind-the-scenes whenever “Generate Extract” is clicked. Validation warnings/errors will appear on the “Students” listing at the individual schools. However, they can also be viewed by selecting the school in the “Errors” section.
  • A “Preview” function is also included to view the fields without downloading a full extract. Only one student can be selected, but multiple fields can be previewed. This is helpful for debugging.
  • The screenshot below shows a sample extract in progress along with a generated extract which is ready to download.

 General Description of Extracts

Type

Name

Description

Tutorial

SENR

SSID enrollment

Reports on periodic enrollment updates and grade level changes. Also used to assign an SSID to a student.

[LINK]

SINF

Student Information

Reports information about a student that is relatively static and not likely to change over time, such as: date of birth, full name, birth city, etc

Building Your SINF Extract

SPRG

Student Programs

Submits program information about a student. Program eligibility or participation is submitted depending on the specific program.

Building Your SPRG Extract

SDEM

Staff Demographics

Reports demographic data about staff members. Includes all employees actively employed at any time during the current academic year.

 

SASS

Staff Assignment

Used to submit assignment data about a staff member (ie. where they work). Only active employees should be included.

[LINK]

SELA

Student English Language Acquisition

Used to submit ELAS information about a student. Submitted when the student’s ELAS changes, or when submitting a new SSID.

Building Your SELA Extract

CRSC

Course Section (Completed)

Reports on completed course section data. (Secondary School Only)

[LINK]

SCSE

Student Course Section Enrollment

Reports on Course Section Enrollment. (Secondary School Only)

[LINK]

SCSC Student Course Section (Completed) with Grades Reports on completed course section enrollment.
(Secondary School Only)
[LINK]
SCTE Student Career Technical Education. (Pathways) Reports on CTE information about a student.  Includes all CTE updates for students enrolled at any time during the academic year. [LINK]
SDIS Student Discipline
Used to submit student discipline information. Reports the individual student offenses associated with an incident. [LINK]

STAS

Student Absence Summary

Reports chronic absenteeism to the state.

 

 

Compare Extracts Tab

  • Offers the ability to compare data within a CALPADS Extract and Quickschools.
  • An extract can be uploaded and processed using the “Upload File” button.
  • Once the upload is complete, the ‘Year’, ‘CALPADS Extract’ and ‘Field For Comparison’ drop down are used to specify the data to be compared against.
  • The “Compare” button can then be used to compare the data. The results will then be displayed in a pop-up.
  • The comparison box will display the Extract Value alongside the Quickschools Value. For any mismatched values, an error will be shown. (see screenshot below)
  • Using the advanced search options, we can filter the results further to only include students with mismatching values.
  • Quickschools’ Values can be overwritten. Simply select the students to update, then use the “Updated Selected Records with Extract Values”.
  • Please note that the ‘Extract Value’ is not always correct. For these instances, please update CALPADS accordingly.

 

Maintenance Tab

  • Offers a variety of tools to maintain and update CALPADS data.
  • Clicking one of the functions will bring up the corresponding teacher or student listing.
  • For a more in depth tutorial, please visit [link for “CALPADS Maintenance”]

Import Extracts Tab

  • Includes a tool to upload a CALPADS Extract.
  • The Selected File can be processed using the “Process File” button.

Import Teacher CALPADS Data Tab

  • Includes a tool to upload teacher CALPADS Data.
  • A sample import file can be found here: https://www.dropbox.com/s/lyzb81tug7din6q/Sample.xlsx?dl=0
  • When a file is selected, the two proceeding buttons “Import Teacher CALPADS Data” and “Import Teacher Job Assignments Data” can be used to process the file.

School Info Tab

  • Displays the schools within a district.
  • CALPADS data, such as a school’s ‘LEA Identifier’, ‘School Identifier’, ‘County District Code’, ‘CALGRANT School Code’ and ‘Special ED Hours per Day’ can be entered here. Checkboxes are also included to differentiate between Elementary Schools and Secondary Schools.
  • Data entered here will be used in reports that require school information. This tab will likely only be used in the initial set up, as much of the data here is considered static.

ARTICLE TAGS

Admin Public Schools

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