Welcome to CBEDS 2003 Orientation Presented by: Veronica L. Van Ry, Research Associate Research...

Welcome toCBEDS 2003Orientation

Presented by:Veronica L. Van Ry, Research AssociateResearch ServicesKern County Superintendent of Schools Office

September 18, 2003 KCSOS Research Services 2

Agenda

General Information about CBEDS WebCBEDS Online Demonstration

Understanding the CDIF and changes for 2003 Understanding the SIF and changes for 2003

---Break--- Understanding the PAIF and changes for

2003 Loading PAIF software

General Information

What Is CBEDS? CBEDS (California Basic Educational

Data System) is an annual data collection which collects the following data elements from California K-12 public schools: enrollment, graduates, dropouts, vocational education, alternative education, adult education, course enrollment, classified staff, certificated staff, teacher shortage and demand.

Funding Sources that useCBEDS Data

School Improvement Instructional Materials Digital High School Tenth Grade Counseling Federal Class Size Reduction CA Technology Assistance Project Safe and Drug-free Schools

More Funding Sources

Vocational Education-Carl Perkins Healthy Start Support Services

Program Technology Literacy Challenge Grant K-4 Classroom Library Materials Beginning Teacher Support &

Assessment (BTSA) (See the list on page 4 of Administrative

Manual)

Responses in Kern County

County District Information Forms 48 District Offices

School Information Forms 249 Schools

Professional Assignment Information Forms ~8,700 Certificated Staff

Reporting Methods The majority of Kern County School Districts

report CDIF and SIF data via the web at webcbeds.kern.org The exception to this is those districts who

have been certified to file CSIS only. PAIF Data is reported using

State provided CD-ROM. Upon completion, data can be transmitted to CDE via Internet.

A copy of your completed PAIF data should be downloaded to an ASCII file and then emailed to cbeds@kern.org

What are CBEDS Coordinator

Responsibilities? Distribute materials to schools Hold training sessions if

necessary Review school data for accuracy Submit completed data via

WebCBEDS

The Administrative Manual

AVAILABLE ON THE WEB www.cde.ca.gov/demographics/c

oord/cordhome.htm It is a portable document file (.pdf) so

you will need to first download Adobe Acrobat if you do not already have it loaded on your computer.

Significant Dates October 1 -- INFORMATION DAY October 17 -- Schools return SIF and PAIF

materials to District CBEDS Coordinators By November 1 -- Districts submit and lock

WebCBEDS CDIF and SIF data which are then downloaded to CDE directly from KCSOS

By November 1 – Districts submit PAIF data via Internet and send copy to KCSOS (cbeds@kern.org)

Information Day

Wednesday, October 1, 2003 Most of CBEDS is a snapshot of that

day. However, some data may be prepared

before Information Day Graduates Dropouts

Shipment from GENESIS

Inventory materials as soon as your shipment arrives Kern County Schools use WebCBEDS to

file CDIF and SIF so you will need to INSTALL JUST THE PAIF SOFTWARE!

Use only 2003 software and/or forms If you need extra forms call Veronica at

661/636-4504 or GENESIS Data at510/352-4607

The Packing List Your district’s password to access the

PAIF data entry software is located near the top of the Packing List under the CBEDS Coordinator’s name.

Contact Veronica at 661/636-4504 or at cbeds@kern.org immediately if you need to make corrections to any of the following: school name grade span schools to add or delete

Verify Data

Look over data for completeness See if data appear reasonable Compare data to last year’s data

WebCBEDS Online Demonstration

http://webcbeds.kern.org

County/District Information Form

Classified Staff (Section A)

Single school districts LEAVE THIS SECTION BLANK You will report all classified staff on the

School Information Form (SIF) Report in whole numbers only Report district or county office staff only Do not repeat staff already counted on

SIF If classified staff serve at more than one

school, report them on the CDIF

GATE Students (Section B)

Report in whole numbers only Students identified as Gifted and

Talented students participating in GATE

programs students not participating in GATE

programs

Adult Ed Staff (Section C)

Report the unduplicated count of full-time and part-time adult education certificated and classified employees by category in columns b and c. Data for the whole year of 2002-2003 Full-time and part-time (not FTE)

Service Learning/Community Service (Section D)

To be completed by all school districts. Does the district have a school board

policy that provides opportunities for all students to participate?

Check boxes no numbers no tally marks

County/District Information Form Continued

Teacher Shortage and Demand (Section E)

Report only estimated number of teachers to be hired for the 2004-05 school year.

Report full-time equivalent positions Report to one decimal point Do not include

administrative positions pupil service positions classified positions

High School Graduation Requirements (Section F)

Required for 2004 high school diploma Community Service added Report number of units in each subject

area Should sum to total Mathematics and Laboratory Science

sections define what was already counted above

Be sure to complete conversion item A one year course typically = 10 units

Interdistrict Transfers (Section G)

Report total number of incoming students who have transferred from other California school districts as of Information Day.

Do not include out-of-state transfers. The receiving district reports the

approved transfer students each year. If none…enter ‘0’

Questions regarding CDIF?

School Information Form

SIF General Information

Report in whole numbers No decimals No fractions No tally marks No zero fills

Totals on right side not keyed WebCBEDS will produce totals

automatically

Classified Staff (Section A)

School site staff only Do not district or county office staff

Single school districts Report all classified staff on SIF.

If paraprofessional or office staff/clerical are serving at more than one school, report staff only once on the SIF and at the school where they serve the majority of their time.

School Enrollment (Section B)

Data in this section are used for: generating funding enrollment projections

Report only those students enrolled in a school or program leading to a high school diploma or its equivalent as of Information Day.

ALL K-12 students must be counted here.

School Enrollment Ungraded (Section B)

Ungraded Elementary (K-8) and Ungraded Secondary (9-12) are used for students in ungraded programs only.

Do not report preschool, ROP or special education infants

Count special education students (K-12) in appropriate grade level, if possible. Special education adults are counted as

“ungraded secondary”.

Adults in K-12 Programs(Section B – Line 22)

Students 21 years or older Enrolled in and attending regular high

school program leading to a high school diploma

Fully funded at ADA (average daily attendance) level

Not adults in independent study Not special education

Year-round Schools (Section B)

Count tracks in session on Information Day

Count other tracks on last day attended before

Information Day on first day back after Information Day

Combine enrollments

School Enrollment Reminders

If enrollment is all one gender make a note

If enrollment is all one racial/ethnic designation make a note

Check the totals produced from the web to be sure your numbers agree

More School Enrollment Reminders

Alternative Education students reported in section G, must be reported in Section B, School Enrollment.

Enrollment in Selected H.S. Courses and Voc. Ed. Should not be greater than the School Enrollment by grade, gender, and racial/ethnic designation.

These are both subsets of the School Enrollment.

Graduates (Section C – Line 24)

Data are for previous year 2002-2003 High school diplomas only

not GED not CHSPE

Includes 2003 June graduates mid-term graduates summer school graduates

Graduates Completing Courses Required for UC/CSU Entrance

(Section C – Line 25)

Subset of total graduates Completed all courses required for

UC/CSU Entrance (now includes A-G) With grade of “C” or better

Graduates Completing Vocational Education Sequence

of Courses(Section C – Line 26)

Subset of total graduates Completed a sequence of courses

Based on local policy May be completed at

High school ROP/ROC Work experience Partnership Academy

Enrollment in Selected H.S.Courses (Section D)

A subset of School Enrollment (for each gender and racial/ethnic designation)

Report for grades 7-12 only Count student only once in each

category Include spring classes if students pre-

enrolled New math and science course codes!

Enrollment in Selected H.S.Courses (Section D)

Report for grades 7-12 only Count student only once in each category Include spring classes if students pre-

enrolled New math and science course codes!

Other Advanced Mathematics Coordinated/Integrated Science

Other Advanced Mathematics (Section D – Line 28)

2419 Independent Study in Mathematics (advanced course content)

2430 Integrated Mathematics IV (college preparatory)

Chemistry – First Year(Section D – Line 29)

2640 Coord/integ science I (chemistry) 2641 Coord/integ science II (chemistry) 2642 Coord/integ science III (chemistry) 2643 Coord/integ science IV (chemistry) 2648 Coord/integ science I (chemistry & physics) 2649 Coord/integ science II (chemistry & physics) 2650 Coord/integ science III (chemistry &

physics) 2651 Coord/integ science IV (chemistry &

physics)

Physics – First Year(Section D – Line 30)

2644 Coord/integ science I (physics) 2645 Coord/integ science II (physics) 2646 Coord/integ science III (physics) 2647 Coord/integ science IV (physics) 2648 Coord/integ science I (chemistry & physics) 2649 Coord/integ science II (chemistry & physics) 2650 Coord/integ science III (chemistry &

physics) 2651 Coord/integ science IV (chemistry &

physics)

Vocational Ed Enrollment(Section E – Line 31)

Report for grades 9-12 only Count each student only once Include spring classes if students pre-

enrolled Do not include ROP/ROC enrollment

Dropouts (Section F)

Changed this year to match the NCES definitions.

Must meet dropout criteria on pages 8-9 of Administrative Manual.

Go to website for new definitionswww.cde.ca.gov/demographics/coord/dropout1.pdf

Alternative Education (Section G)

A subset of School enrollment (for each gender and racial/ethnic designation)

Data required for every Alternative and Continuation school

Do not report adults in independent study on this form

Report total unduplicated enrollment

Technology (Section H)

Number of computers Number of computers with CD-ROM Number of classrooms with Internet

access Number of classrooms connected to WAN All items in this section will default to “0”

if no data is entered

Class Size Reduction (K-3)(Section I)

Check boxes for options at this school Option 1 is 1 certified teacher for each

K-3 class of 20 or fewer students Option 2 is 1 certified teacher for each

K-3 class of 20 or fewer students for half of the instructional minutes per day.

per J7 CSR Report

Educational Calendar (Section J)

Year-round school data Check boxes for options at this school

only A traditional calendar will be assumed

if this section is not completed

Health Centers (Section K)

School-based health center School-linked health center Definitions are on page 11 of the

Administrative Manual Leave blank if none

No Child Left Behind (Section L)

New dropout and graduate reporting requirements: Migrant Education English Learner Special Education (a written IEP, IFSP, or ISP) National School Lunch Program (report eligible

students) Definitions are on page 10 of the Administrative

Manual These numbers should NOT be greater than the

numbers reported in Section F.

Questions regarding the SIF?

Professional Assignment Information Form

PAIF Materials

Use only 2003 forms Throw away 2002 forms Do not use sample from

Administrative Manual Extra blank forms can be printed from

the PAIF software.

Who Should Complete a PAIF?

Certificated employees in a certificated position Teachers, administrators, and pupil services

Full credential District and university interns Pre-interns Teachers on emergency credential/waiver Non-Certificated administrators

assistant or deputy superintendent district board waived certification

Long-term substitute teachers Charter school teachers, administrators, & pupil

services

Who Should NOT Complete a PAIF?

Certificated employees in Child care, Preschool, Adult

Education, and/or ROP/ROC Programs

Classified employees Paraprofessional Clerical Other classified

Short-term substitute teachers

Absentees

Long-term absentee(returning after October 30th) Does not complete PAIF Long-term substitute or teacher who

has responsibility for the class completes PAIF instead

Short-term absentee completes PAIF when he/she returns

Staff at More Than One Site

More than one site in same district Complete one PAIF form only Report data from all assignments Report staff data at school with largest

percent of time More than one site in different districts

Complete one PAIF form for each district Report data from only that district on each

form Report as part-time in each district

Name and District Assigned Id.

Used for record identifier to correct errors to pre-print data for next year

May submit either Name District Assigned Identification Number

Will be removed from data file prior to reporting

Birth Year

Enter the last 2 digits of birth year “00” will be interpreted as 1900 Birth year data converted into age

and removed from public data files

Highest Education Level

Only degrees actually conferred Do not include honorary degrees Convert quarter hours to semester

hours by multiplying quarter hours by 2/3

Educational Service

Total Years of Educational Service(Public and/or Private) includes this year must be “01” or greater

Years in This District includes this year must be “01” or greater

Status

Report for current position only Tenured Probationary Long-term substitute Other

Most administrators report “Other”

Full or Part-Time Position

Full-time Part-time

Assignment blocks must still add to 100%

Must also report percent of full-time position

May not mark Teach Over 100%

Teach Over 100%

Must be a full-time position Teaching extra period or more (including

working through prep period) Must not be used for

Mentor teacher --Coaching Adult/Education --Preschool ROP/ROC --Dept. Chair Administrative --Pupil Services

Racial/Ethnic Designation Gender

Racial/Ethnic Designation May select more than one

category/group Gender

Select male or female

Type of Teaching Credential(s) Held

Important—This is used in the API Reports! Mark at least one if a teaching assignment is

reported Teaching credentials only

not administrative credentials not pupil service credential

Only mark emergency permit or waiver if it is used in your current assignment

Teachers who hold a 30-day emergency permit are not required to report an authorization.

Authorized Teaching Area(s)

Mark at least one Mark all areas that the credential

authorizes Teaching credentials only

Not administrative credentials Not pupil service credentials

Changes to Authorized Teaching Area(s)

Bilingual has been changed to Primary Language Instruction

PAIF Instructions on page 37 of the Administrative Manual include a list of specific types of instruction authorized for the following credentials and certificates: Primary Language Instruction English Language Development (ELD) Specially Designed Academic Instruction

in English (SDAIE)

Assignment Percents

Percent of time that corresponds to this assignment code

Sum of all percents should equal 100 for full-time positions for part-time positions unless Teach Over 100% is “Yes” is

marked

Assignment Codes Assignment code list is divided into sections

(starting on page 39 in Administrative Manual): Self-contained classroom Special education Other instruction-related Non-teaching By Subject By Subject for Advanced Placement (AP) By Subject for International Baccalaureate (IB) By Subject for Vocational education Administrative, Pupil Service, & Clinical or

Rehabilitative

Enrollment in Class or Course

Complete for teaching assignments only Do not include student assistants in the

enrollment count Certificated staff in non-teaching

positions should leave class or course enrollment blank.

Teachers in support teaching assignments do not need to report enrollment.

Grade Level

Complete for teaching assignments only Report only for

subject area classes vocational education classes

Not for self-contained classes, special education, support teaching, non-teaching

Report the grade level of the majority of the students in the class

Multiple grades, no majority can be used if more than two grades are represented and no grade level represents over 50% of the students.

Changes in Reporting Requirements for Certificated

Staff Do not report enrollment or grade level for

the following assignment codes: Non-teaching assignments 6004 Resource teacher (not special education) 6003 Full-time teaching principal or

superintendent 6014 Day-to-day substitute (permanent

employee) 6006 Distance learning (classroom monitor) 6010 Mentor teacher (see pg. 40 of Administrative Manual)

Changes in Reporting Requirements for Certificated

Staff Do not report enrollment or grade level for

the following assignment codes: Special Education

3001 Resource specialist 3002 Itinerant consulting teacher 3104 Adaptive physical education 3105 Special education driver

education/training 3106 Vocational special education teacher 3007 Other special education instructional staff (see pg. 40 of Administrative Manual)

UC/CSU Course (grades 7-12)

Completed by departmentalized teachers only

Course designated as meeting the UC/CSU requirements for admission

UCOP has a website where you can check your school’s list of approved a-g courses

https://pathways2.ucop.edu/doorways/list/

Special Assignments

Block schedules or alternate day schedules If for example you teach 3 classes M/W/F and

3 different classes on T/Th, you must report all classes on the PAIF (not just those you are teaching on Information Day)

Prep teacher Use a support teaching assignment code

Teachers who are not providing direct instruction to students for any part of their assignment should select a non-teaching assignment code for that “release period.”

Special Assignments (continued)

Job Sharing (teaching the same class at different times) Each teacher reports all of the students Each teacher reports his/her position as

part-time Team Teaching

Each teacher counts half of the students in the class

Each teacher reports his/her position as full-time

Verify PAIF Data

Fix all errors and check all warnings carefully

Run summary reports to see if data appear reasonable

Before transmitting data to CDE via Internet, export an ASCII file and email to cbeds@kern.org You can call Veronica at 661/636-4504 for

help in doing this.

Questions regarding the PAIF?

Questions and/or Comments

cbeds@kern.org vevanry@kern.org 661/636-4504 jegarcia@kern.org 661/636-4648 PAIF Software User Services 877/613-

This PowerPoint presentation will be available later today at: http://kcsos.kern.org/research/cbeds2003

PAIF Data Entry Assistant Software Demonstration

California Department of Education

Educational Demographics Office

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