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CALPADS and Assessment Webinar (November 2024)

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Does our SIS communicate its data to CALPADS, or does the data need to be entered directly into CALPADS as a second step. 

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Does our SIS communicate its data to CALPADS, or does the data need to be entered directly into CALPADS as a second step. 

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If a student started school too young they will pop an error.  How do we clear that?  There start date in school won't change...

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If a student started school too young they will pop an error.  How do we clear that?  There start date in school won't change...

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what are the three fields to activate initial ELPAC?

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what are the three fields to activate initial ELPAC?

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Where can we find the directions for resetting and restoring, due to a grade level change?

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If they completed the all parts of the summative caasp tests, then change grades, do we still need to reset? 

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If they completed the all parts of the summative caasp tests, then change grades, do we still need to reset? 

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Do students who move up a grade prior to summative ELA, Math, and CAST testing take the assessments? For instance, if an 11th grader moves up a grade in December to a 12th grader, do they still take the tests as a third year student? I'm comparing these to the PSAT that allows a 3rd year student to take these.

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We were told yesterday that the testing window for the school starts when a student first login to take a Summative test. So if the window is from April 1 to June 6, but nobody starts until April 25, then the testing window for the school is 4/25. Is this when you will lock the enrollment? In other words, if the student leaves on April 10 will he be removed from TOMS?

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Will you be covering this today? When i planned rollout date?

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Exit Codes : Inactive but connected to LEA

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Exit Codes : Inactive but connected to LEA

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Why does student stay connected to the LEA?

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Hi I am the CALPADS LEA. In the prior year all updated EL status were automatically updated to CALPADS. However this year I am having to update all the EL status manually when my EL Coordinator informs me a student tested EL, RFEP or IFEP. What happened?

I must note we do wait 48 hours before making any EL updates in CALPADS to allow the system to update.

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Students leaving state/Country during testing window.

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Students leaving state/Country during testing window.

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If we are aware a student will be leaving the state/country during the LEA's testing window, would it be best to test the student before they disenroll?

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Is the date information is locked the date of the testing wimdow open or the date student started testing? The only one I see as possibly Disability. The IEP may be finished after the window open date.

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If a student switches schools/LEA and has been re-designated as FEP - should you be able to access prior ELPAC test results? Or is student's info deleted?

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Has it already been discussed how we will be expected to handle our current TK students who are TBD and testing? Will it still be the same 30 day window at the start of the school year when they enter kindergarten?

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If we update the information in CALPADS later, will it affect the outcome? For example, if we update the US School Entry Date of a new comer after the student has taken the test, will that student still be counted in the accountability? The same thing with IDEA status. When a student is enrolled we may not know if he/she is a special need student or not.

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When you mentioned populating the <3 years, were you saying that they might be exempt from the Summative ELPAC. For example, they just enrolled out of country, take the Initial in April, they can be exempt from taking the Summative before the end of the school year?

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Posting an ELAS record for previous district

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Posting an ELAS record for previous district

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Student enrolled in one of our High School on 10/4/24, he was tested at his previous district and found to be EL. The student was exited before the previous LEA got the tests scores posted in CALPADS, and they are now asking if we can add them for the student. shouldn't the previous ELA add that record manually in CALPADS?

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Can you allow CALPADS administrators to contact CalTAC?

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Can you allow CALPADS administrators to contact CalTAC?

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Can ETS move test scores from MID SSID to the original SSID? Instead of resetting the scores and making student to retest?

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What is the process for a student who was IELPAC/ELPAC tested and the SSID used gets retired?

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Not sure if this is the appropriate forum but I was just told by my Director of Instruction, who also oversee ELPAC testing and EL student groups, that the LTEL designation of students is based on the US Initial Enrollment date and not the ELAS date which is provided by TOMS once the EL status is determined on the ELPAC. Is this accurate?

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We have seven students that have an ELAS date after census day. What is the process to have the ELAS date changed for Fall 1 reporting? These students are not being included in our unduplicated count.

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We have seven students that have an ELAS date after census day. What is the process to have the ELAS date changed for Fall 1 reporting? These students are not being included in our unduplicated count.

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CALPADS UPDATES to TOMS Near the Weekend.

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CALPADS UPDATES to TOMS Near the Weekend.

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I'm pretty sure that CALPADS does not update TOMS on Saturday Nights. Does CALPADS update TOMS on Fridays and/or Sunday nights?

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What does "end of the day" mean. End of the school day or midnight of that day?

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Can you please show us which field in Calpads needs to be entered in order to exempt a new US student from ELA CAASPP?

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Can you please show us which field in Calpads needs to be entered in order to exempt a new US student from ELA CAASPP?

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If a student has a duplicate SSID and was tested EL on both SSIDs, should we file a STAIRS before we resolved the MID or do we merge first and the file the STAIRS?

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Some students will have different data when they take the ELPAC in February and when they take the SBAC in April/May.  Is it possible to update the locked fields when they take the SBAC?  (Locked "for Testing Fields" - Primary Disability Type for Testing, Special Education for Testing, and Economic Disadvantage for Testing.)

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Can school site secretaries (enrollment staff) have access to the SSID matching tool? 

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Can school site secretaries (enrollment staff) have access to the SSID matching tool? 

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Is the SEIS to TOMS accommodations file a full replacement file?

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Is the SEIS to TOMS accommodations file a full replacement file?

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What is the field that gets pulled to determine the Primary Language? In our district, we use the First Learned, but sometimes parents enter English in that field. A student can't be tested if the Primary Language is identified as English, right? How do we address that?

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We have this set up and we are noticing that only half of our students have test settings uploaded in TOMS. Is this supposed to be complete after each overnight sync? Or is this a slow process since we are not yet in a math/ELA/CAST testing window?

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"per CALPADS Charter schools are set up a little differently for reporting purposes in SEIS. Due to the discrepancy in the school codes, this is why your charter school students are returning the error of not being associated with the specified LEA or school." Is there an ETA on this getting fixed so we can also use the SEIS to TOMS bridge? Because as of now, we are back to having to upload our files manually, correcting the errors, etc.

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Just clarifying--if we have TOMS-SEIS integration set up, testing data flows directly from SEIS and does not go through CALPADS, right?

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There are times when TBD records need to be deleted temporarily in CALPADS (i.e. record start date error). What is the impact to TOMS when a TBD/primary language record is deleted in CALPADS and replaced?

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There are times when TBD records need to be deleted temporarily in CALPADS (i.e. record start date error). What is the impact to TOMS when a TBD/primary language record is deleted in CALPADS and replaced?

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When a student is tested and results in a student being an EL, does TOMS automatically update CALPADS with the EL date and EL status or does the LEA have to report it to CALPADS for it to be reflected in CALPADS?

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Do I understand Bob correctly? If a student enters CA school from Florida (for example) and we enter the "US Enrollment date" correctly, we do not need to administer the I-ELPAC?

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Can students be removed from our eligibility list when they leave our district and NOT when they enroll somewhere else, PLEASE!

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This timely process only works if the LEA pushes their SIS info to CalPads nightly correct? If the LEA doesn't send their data to CalPads nightly, there is will be a delay correct?

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Is the SEIS-TOMS sync separate from the CALPADS-TOMS sync?

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We have a student that had a MID, one was expired, but now our test assessors can not see the test scores that were linked to the retired SSID. How can we now get that data?

Thanks!

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Could you share any knowledge or district practices as to how often SEIS uploads are sent to CALPADS? We tend to have issues with students' SP ED status being uploaded to CALPADS from SEIS (usually because of errors in the data files) that then causes a delay in TOMS which in turn causes issues trying to add Test Assignments or Test Settings.

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Is there an update to the plan of integrating SEIS into TOMS? 

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Is there an update to the plan of integrating SEIS into TOMS? 

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We are in need the correct Endpoint Token for our API to send accessibility supports and test assignments directly to TOMS, is this available from ETS and how might it be shared with our LEA?

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ADAD - Assessment Development & Administration Division

CAA - California Alternate Assessment

CALPADS - California Longitudinal Pupil Achievement Data System

CAST - California Science Test

CDE - California Department of Education

ELA - English language arts/literacy

ELAS - English language acquisition status

ELPAC - English Language Proficiency Assessments for California

IDEA - Individuals with Disabilities Education Act

LEA - local educational agency

MID - Multiple Identifier

SBAC - Smarter Balanced Assessment Consortium

SIS - student information system

SSID - Statewide Student Identifier

STAIRS - Security and Test Administration Incident Reporting System

TDS - Test Delivery System

TK - transitional kindergarten

TOMS - Test Operations Management System

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Will the link to the recording be sent to participants? 

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Will the link to the recording be sent to participants? 

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Is this recorded and where can we find the recording?

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Is this recorded and where can we find the recording?

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I'm very fortunate to have a CALPADS Team and Assessment support that have always understood the import role that CALPADS has for being able to conduct assessments. I'm wondering what others think/do to help CALPADS Admin make the connection.

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Accommodations integration TOMS and SEIS

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Accommodations integration TOMS and SEIS

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Is this available and what is the process to integrate the accommodations from SEIS to TOMS?

What is the process for the integration and what part do I play in it?

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I really appreciate all the work to shorten the data transfer timeline for Initial ELPACs!

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When do tests get assigned? Does that still require an Aeries upload? Or how does testing get assigned?

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I am having to send list of students that need TBD and Lang to my CALPADS coordinator. Is this no longer an automated process when uploading new students to CALPADS? This causes us further delays in testing initial students

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In considering the 30 days that LEAs have to administer the Initial ELPAC test, if LEAs are only updating their Enrollments & other records every 2 weeks or longer, that may cause the student to NOT be able to test

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Please address the importance of  the Initial Enrollment Date in regards to testing for Initial ELPAC

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Please address the importance of  the Initial Enrollment Date in regards to testing for Initial ELPAC

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There have been occasions when the Initial Enrollment date has not been entered and/or has been backdated to the beginning of the year. This impacts Initial ELPAC testing as we have a 30 day window from the first day of enrollment.

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How does CALPADS identify special education students so that the "CALPADS Special Education or 504 Plan" and "Special Education for Testing" indicators are set to "Yes," allowing accommodations and test settings to be assigned correctly?

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We do use the Match Tool process (utilizing Aeries to process the file), but too often the Match Tool does not find an existing student. So, once we upload the updated SSID Request file to CALPADS, we check the MIDs page BEFORE extracting the new SSID records. Any new MIDs are resolved before downloading the newly assigned SSIDs into Aeries.

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Hi. As the LEA for my District, it has happened a few times where CALPADS will return students as "new" and later I find out that we have a MID. Also, many of those times the MID is not on my anomalies report. Note that most of the time this happens because the student's previous enrollment is at PS (preschool).

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There is conflicting messaging on what "End of Day" is

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There is conflicting messaging on what "End of Day" is

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Bob said 9PM PST, Sri's response in the comments says 5PM (end of school day). Which is the correct time please?

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It seems that in CALPADS, initial TBD entry can only be set on the student’s active enrollment date. After enrollment is created, we now need to manually navigate back to individual student records to upload the TBD start date. Is there a way to flag students for TBD or to set a future TBD start date in CALPADS for the student’s enrollment day?

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It seems that in CALPADS, initial TBD entry can only be set on the student’s active enrollment date. After enrollment is created, we now need to manually navigate back to individual student records to upload the TBD start date. Is there a way to flag students for TBD or to set a future TBD start date in CALPADS for the student’s enrollment day?

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If the student had an EO SELA, but then our HLS indicates Spanish. We can still deteremine reasonable doubt and enter the TBD correct? If it was a MID - would the student automatically be EO regardless of reasonable doubt?

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Can you create a flowchart for everyone to follow the same process?

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Can we add the initial entry date after adding the ELAS?

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Can we add the initial entry date after adding the ELAS?

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Just let the Testing Admin check the CALPADS 9.2 Multiple Identifier (MID) Anomalies - Resolved as often as needed.

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In a school where migrants student start the ELPAC but then do not show for the remainder of the testing period, can they still be exited on CALPADs with the No Show? What is 'evidence' is needed or LEA proof to use the 'No Show"?

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In a school where migrants student start the ELPAC but then do not show for the remainder of the testing period, can they still be exited on CALPADs with the No Show? What is 'evidence' is needed or LEA proof to use the 'No Show"?

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If a migrant student has an end of eligibility date of Jan. 31 2025 but still continues at my district and received the initial elpac in August 2024, will the migrant student not be counted as migrant for the summative elpac data?

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Regarding cleaning up ELAS status prior to resolving MID

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Regarding cleaning up ELAS status prior to resolving MID

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We (CALPADS Admin) can no longer remove or delete an EL record from CALPADS we would need to send a ticket for removal from CALPADS after the merge is complete. TBD and EO we can remove prior

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In the ODS File reconcilliation process, one of the files produced is called "Removals". This deletes enrollments in CALPADS. How does TOMS navigate that?

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Can we add the date the student populates in TOMS as a column on the Initial/Summative ELPAC Eligibiilty lists?

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Can we add the date the student populates in TOMS as a column on the Initial/Summative ELPAC Eligibiilty lists?

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MIDs with EL ELAS from prior school years

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MIDs with EL ELAS from prior school years

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We have caught some MIDs where the student took the Initial ELPAC and was identified EL with both SSIDs, but not during the current school year. We cannot submit STAIRS to reset and remove the "bonus" EL ELAS from prior years. Who would be able to remove those incorrect/bonus ELAS records?

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Hello,

If a TK student fills out a HLS that shows the student as a TBD, but then fills out a new HLS in KN that states something different, what document stands?

Thank you

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Would it be beneficial to update CALPADS report 2.9 to include a separate column for TBDs pertaining to TKs? Currently, the report provides the total number of TBDs at the school, without specifying how many of these are associated with TKs. By adding a separate column for TKs, we could streamline the process and minimize time spent identifying whether they are pending testing.

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Where are we on the SEIS to TOMS NPS students test settings issue?

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Where are we on the SEIS to TOMS NPS students test settings issue?

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Our CALPADS Admin believes that we should enter a future US School date (kinder date) for TK students. This is causing a certify error. Which US School should be used for TK students? Date student started TK or a future date?

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We had issues last year with students changing from grade 11 to grade 12 on the same day... in CalPads. Should they be exited grade 11 on one day, and then enter them as grade 12 the next day?

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Consider setting an LEA May 1 Deadline for Reclassification

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Consider setting an LEA May 1 Deadline for Reclassification

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I set the Reclassification Deadline as the first school day in May each year. If a site wants to reclassify a student and NOT have them take a Summative ELPAC, then they need to complete the Reclassification before May. Otherwise they need to proceed with the Summative ELPAC. (I have granted a few 'exceptions' to my policy after conversations with site coordinators).

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Students took the summative ELPAC last school year and were reclassified this school year. What is the reclassification date needed?

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If a student has been in an ELD program and the parent feels the student was placed in error. Can that student be removed from ELPAC altogether? Can we do a STAIRS to take the student off?

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Does CALPADS have anything to do with students' Accommodations being added from SEIS to TOMS? 

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Does CALPADS have anything to do with students' Accommodations being added from SEIS to TOMS? 

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This session was very helpful!  Can we consider having more of these in the future please?

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This session was very helpful!  Can we consider having more of these in the future please?

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Does the LEA Coordinator submit STAIRS the Restore once a Reset has been confirmed?

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Does the LEA Coordinator submit STAIRS the Restore once a Reset has been confirmed?

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High school students who have accommodations in SEIS and are later manually assigned to the CAST, are those Test Settings picked up in TOMS from SEIS?

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Do you take one of the three HLS answers as the determinant field to make it the Primary Language in CALPADS?

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I hear that creating an SSID and do a CALPADs upload when a student enrolls in the summer is not recommended because if the student does not show up the next school year, it is VERY Complicated to clean that record. Students are pre-enroll and we have a 10 day policy to physically upload into CALPADs. I understand there is more than ELAS than goes into creating a CALPADS record, but it delays Initial Testing. Any suggestions for our CALPADS team to assist speeding this?

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Our SIS usually puts in future exit dates when we do end-of-year rollover before summer. These exit dates, with the last day of school, get uploaded into CALPADS and weren't an issue until TOMS started getting them and exiting out students for testing. Is this something that can be corrected? It would be helpful if TOMS wouldn't exit out students with Future exit dates, especially those in the summer. Thanks

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If we have No-Shows on the 1st day of school and we have already sent their enrollment to CALPADS, did I hear correctly that it is better to give them a no-show exit reason in CALPADS than to remove the enrollment completely?