SCCOE Accountability Newsletter
January 2020
LCAP Advisory Services
Visit the LCAP Advisory Services Page to access resources for LCAPs
Visit the AAN/SF Meeting Folder for previous meeting resources and information.
ALL EVENTS: Scroll to the bottom to sign up for all events.
January 23, 2020: AAN/S&F Lunch & Learn Network Meeting - Session 4
LCAP Template Update
On Tuesday of this week, the CDE hosted its first Tuesdays at 2 to provide an overview of the adopted LCAP template. During the presentation they mentioned that the template will be posted February 3rd. They also highlighted 3 small changes to language in the "Instructions". We recorded the broadcast and it can viewed at this link. If you just want to see the slides presented, those can be viewed here.
Document Tracking Service (DTS): New LCAP Template Training
The training is scheduled for February 7th in the ERC 3 room here at the SCCOE. You can attend either the morning or afternoon session. Sessions are 2 hours in length.
There is a small $50 per district fee to recoup the costs of offering this training. The $50 fee is per district team not individual. You may have more than one person from your district attend.
Please sign up for either the morning of afternoon session below
February 7, 2020
9-11 AM Session
https://santaclara.k12oms.org/201-181612
1-3 PM Session
LCAP Network: Zoom Meetings
Please join us for our first one on January 31, 2020 from 12:30 PM to 1:30 PM. You can join the Zoom meeting by using the following information.
https://sccoe.zoom.us/j/250935650?pwd=ZS9MTkw1dE9qUlFyMG5lajB6aERHQT09
Phone Option
Meeting ID: 250 935 650
Password: 553763
Dial by your location
+1 669 900 6833 US (San Jose)
SPOTLIGHT: Comprehensive Support and Improvement Network for Alternative Education High School Programs
Our department offers support and networking opportunities to schools that are identified as Comprehensive Support and Improvement-CSI. Out of our initial work, a network began for CSI identified Alternative High Schools. We discovered in this group the need to connect all Alternative Education High School Administrators expanded the group to become an Alternative High School Community of Practice. Our Alternative High Schools have unique needs and offer students another chance at schooling because the traditional school setting did not meet their needs. This small but mighty group has begun to come together to discuss areas of success and need and network together to support one another. The goal is to continue to build a network for our Alternative Education Administrators where they have a space to share with one another, get support for identified needs, and come together from across the county. If you are interested in having your High School Alternative Education Principal attend or would like more information please contact Annie Murphy, Coordinator of LCAP Advisory Services. amurphy@sccoe.org, 408-453-6816
OPTEL Fieldtest
On 01/08/2020 a request to participate was sent out by WestEd in collaboation with CDE. Here are some of the details from the email:
The field test study will take place between February 4 and March 16, 2020.
For the study, pairs of teachers will collect ratings on eight of their EL students in the same grade (two per each ELPAC level). We need teachers with a variety of expertise, including content area teachers, special education teachers, new teachers, and teachers who are not familiar with California’s 2012 English Language Development Standards. They will be collecting ratings on EL students at all levels of English language proficiency, including EL students who have Individualized Education Programs & 504 plans. More information and instruction about the instrument, the study, and the time commitment for participation is in my shared folder in the OPTEL folder.
New info folder: http://bit.ly/SCCOEstatefederaltitle3
Link to sign teachers up for the study: https://tinyurl.com/OPTELFieldTestSignUpForm
CDE OPTEL page: https://www.cde.ca.gov/sp/el/t3/optel.aspCARS Winter Release January 15- February 28
From CARS Newsflash email dated 12/19/2019
The Consolidated Application and Reporting System (CARS) 2019–20 Winter Release has a targeted opening date of Wednesday, January 15, 2020, and a due date of Friday, February 28, 2020. Link to notice. Data Collection Forms:
2017–18 Data Collections
Title I, Part A LEA Closeout Report
Title I, Part D Fiscal Year Expenditure Report, Closeout
Title II, Part A Fiscal Year Expenditure Report, Closeout 27 Months
Title III English Learner YTD Expenditure Report, Closeout 27 Months
Title III Immigrant YTD Expenditure Report, Closeout 27 Months
2018–19 Data Collections
Title I, Part A LEA Carryover
Title III English Learner YTD Expenditure Report, 18 Months
Title III Immigrant YTD Expenditure Report, 18 Months
2019–20 Data Collections
Federal Transferability
School Student Counts
Title I, Part A Nonprofit Private School Equitable Services Reservations
Title I, Part A LEA Allocation and Reservations
Title I, Part A School Allocations
Title I, Part A Notification of Authorization of Schoolwide Program
Title I, Part D LEA Allocations and Reservations
Title II, Part A LEA Allocations
Title III English Learner LEA Allocations and Reservations
Title III Immigrant LEA Allocations and Reservations
Title III English Learner YTD Expenditure Report, 6 Months
Title III Immigrant YTD Expenditure Report, 6 Months
Title IV, Part A LEA Allocations
ESEA Consolidation of Administrative Funds
Integrated and Designated ELD Requirement Letter from CDE
CDE sent out a letter regarding Integrated and Designated ELD on December 18, 2019. In the letter there is a reference to ED code and the ELA/ELD Framework regarding these requirements. The letter also has links to resources that may be helpful to you. There is a copy of the letter in my shared folder in the EL section. Updated ELD Letter
Reminder-English Language Proficiency Assessment Requirement
(ESSA Section 1111[b][2].)
This is different from the Participation Rate needed for accountability on the CA Dashboard. Please contact Dawn if you need further explanation.
School Safety Plans
EC Section 32286(a): Each school shall adopt its comprehensive school safety plan by March 1, 2000, and shall review and update its plan by March 1, every year thereafter.
EC Section 32288(a): In order to ensure compliance with this article, each school shall forward its comprehensive school safety plan to the school district or county office of education for approval.
EC Section 32288(c): In order to ensure compliance with this article, each school district or county office of education shall annually notify the State Department of Education by October 15 of any schools that have not complied with Section 32281.
California State Seal of Biliteracy Poster and Bookmarks
There are new State Seal of Biliteracy resources available to share with students! Students need to be aware of the State Seal of Biliteracy requirements early, starting in grade nine or sooner, to ensure they are on track to meet these requirements by the time they graduate. The poster and bookmark are ideal for English language development and world language teachers, counselors, and other educators seeking to share more information about the State Seal of Biliteracy with students. These resources are available on the CDE State Seal of Biliteracy web page under the “Resources” tab at https://www.cde.ca.gov/sp/el/er/sealofbiliteracy.asp.
2018–19 School Accountability Report Card Web App. (SARC)
The blank 2018–19 SARC template (in Word) and 2018–19 SARC Data Element Definitions document are available on the SARC web page at https://www.cde.ca.gov/ta/ac/sa/.
Reminder: EC Section 48985, requires that when 15 percent or more of the pupils enrolled in the school speak a single primary language other than English, all notices, reports, statements, or records (inclusive of the SARC) sent by the school or district to the parent/guardian of any such pupil must, in addition to being written in English, be written in this primary language. (not available from CDE yet)
Reminder- Private School Consultation for Equitable Services
We will have a discussion about this at the January 23 AAN/SF Lunch & Learn meeting. If you are not able to make it to that meeting or would like to participate in a more indepth meeting, please contact Dawn or fill in this form to show interest.
New Participation Rate Rules
CAASPP and ELPAC Systems Resume
Smarter Balanced Summative Assessments
- The Smarter Balanced Summative Assessments for ELA and math are now available for administration within LEA’s selected test administration window(s).
California Science Test (CAST)
- The CAST is now available for administration to students in grades five and eight and high school.
- Students will have only one opportunity to take a science test in high school (i.e., in grade ten, eleven, or twelve). To learn more, view the Science Test Administration for High School Students flyer.
California Alternate Assessments (CAAs) for ELA and Mathematics
- The CAAs for ELA and mathematics are now available for administration.
- CAAs for ELA and mathematics and CAA for Science Directions for Administration (DFA) PDF documents are available for download from the Test Operations Management System (TOMS) by selecting the [Resources] button on the top navigation bar. Only download DFAs shortly before administration to students.
- DFA version assignments for the CAAs for ELA and mathematics as well as the CAA for Science are posted on CAASPP.org.
- CAAs for ELA and mathematics practice tests have been updated and are available on the Online Practice and Training Tests Portal.
CAA for Science
- The CAA for Science administration window opened on September 3, 2019. The CAA for Science consists of four embedded performance tasks (PTs) for eligible students in grades five and eight and high school.
- Students will have only one opportunity to take a science test in high school (i.e., in grade ten, eleven, or twelve). To learn more, view the Science Test Administration for High School Students flyer.
- LEAs must attempt to administer all four embedded PTs to each eligible student during the normal course of instruction (between September 3, 2019, and the end of the instructional calendar or July 15, 2020, whichever comes first). The embedded PTs are intended to be administered shortly after related science concepts are taught to students. Teachers should determine the best time to administer the embedded PTs during the school year.
- Each of the four embedded PTs is available as a separate test in the test delivery system, enabling the test examiner to administer embedded PTs in any order and at any time.
California Spanish Assessment (CSA)
- The CSA is an optional assessment now available for administration to students receiving instruction in Spanish or seeking a measure of their Spanish literacy. The CSA can be given until the end of the LEA’s instructional calendar or July 15, 2020, whichever comes first.
- The CSA accommodated practice and training tests are now available. These accommodated tests allow users to use text-to-speech, braille, closed-captioning, and audio transcripts, as appropriate.
- CSA constructed-response (CR) items are available in TOMS for local use only. The CSA CR materials can be found in TOMS by selecting the [Resources] button on the top navigation bar. Please note that the CSA CRs are scored locally and not included in a student’s overall score.
Summative ELPAC
- Summative ELPAC DFA PDF documents will be available for download from TOMS by selecting the [Resources] button on the top navigation bar starting on January 16, 2020.
TOMS Features and Enhancements
MyTOMS at a Glance:
- CAASPP and ELPAC LEA coordinators can view announcements, a to-do list, and notification reminders on the LEA’s MyTOMS at a Glance web page.
- CAASPP and ELPAC site coordinators can now view student demographic and other assessment-related information at the site level on MyTOMS at a Glance, including the following:
- General information
- Students assigned and eligible counts by test
- Student demographics
- Test window by test (ELPAC Only)
- Test status by test
- Score Status: Student profiles in TOMS have been updated to include the [Score Status] tab. The [Score Status] tab in a student’s profile will have assessment status information and recent appeals for the student, if available.
- SSR Language and Paper SSR Options: Student profiles in TOMS have been updated to allow the LEA coordinator to modify the default Student Score Report (SSR) language, order paper SSRs, identify paper SSR size, or request the optional, fee-based service to insert paper SSRs into envelopes. These options are available by selecting the [Reporting] tab in a student’s profile.
- Credentialing for Student or Parent Portal Vendors: The credentialing for electronic SSRs has been updated to expire every 365 days from the time the LEA created the credentials. LEAs need to generate credentials only once every 365 days. (Previously, credentials expired after 90 days.)
- LEA Aggregate Reports: The CAASPP Student Score Data Extract Report includes three downloadable files for the historical administration years of 2018–19, 2017–18, and 2016–17.
- Upload Test Settings for Interim Assessments: LEAs that administer the Smarter Balanced Interim Assessments for students in grades that are not taking a Smarter Balanced summative assessment—kindergarten and grades one, two, nine, ten, and twelve—can now use the “Interim Assessment Test Settings” batch upload template, available on the TOMS Students Upload page, to allow for the assignment of accessibility resource test settings for students enrolled in these grades. For additional information, please reference the CalTAC email titled CAASPP: Interim Assessment Test Settings Template Coming Soon.
- The searchable online help and contextual help links continue to be updated, providing users the opportunity to view relevant resources.
As a reminder, please make sure CALPADS student demographic data is updated early and often for the upcoming 2019–20 CAASPP and ELPAC administrations. Student demographic data in TOMS is read-only; access CALPADS to manage and edit student demographic data.
Release of Results for the 2018–19 California Science Test (CAST) and California Spanish Assessment (CSA)
Recently CDE released the first operational 2018–19 CAST and CSA Student Score Reports (SSRs). The CAST and CSA SSRs are available electronically to LEAs through TOMS. LEAs will distribute the electronic SSRs to parents and guardians through their local student information systems. For parents and guardians who do not have access to technology, LEAs have the ability to print individual student reports or order printed copies through ETS. To access the summary reports for the first operational 2018–19 CAST summary reports, log on to the Online Reporting System (ORS) with your TOMS user account. CSA summary reports are not available in ORS, but will be located in the California Educator Reporting System beginning this summer. More information to come.
The CAST SSRs include the students’ Overall scale score, an achievement level, and information about how they performed in each science area (i.e., Life Sciences, Physical Sciences, and Earth and Space Sciences). The CSA SSRs include the students’ score reporting ranges and information about how they performed.
For LEAs that opted to purchase CAST or CSA paper SSRs from ETS, these will be generated, printed, and shipped in January 2020. Note that the shipment will include only paper SSRs for students assigned to take the CAST or CSA in 2018–19.
Electronic Student Results in the Online Reporting System
Electronic results for students who completed the CAST have been scored and are now available in ORS.
- Access the Online Reporting System to view these results. Use a TOMS user account to log on to ORS.
- Users can also access ORS in TOMS by selecting the [Links] button in the top navigation bar and then the [Online Reporting System (ORS)] link on the Links screen.
- Once the ORS has opened, select either the [Retrieve Student Results] button to download a file containing student results or the [Score Reports] button to view score reports.
- To view results for the students who tested in the local educational agency (LEA) in 2018–19, choose the [Score Reports] button in the ORS.
- On the next screen, the default selection, Scores for my current students, displays scores for students currently enrolled in the LEA. Select the second radio button, Scores for students who were mine when they tested during the selected administration, to see results for students from the 2018–19 administration.
Refer to the Online Reporting System User Guide for CAASPP for further instructions on using ORS.
The Starting Smarter website at https://ca.startingsmarter.org/ also will launch for the CAST and CSA in January 2020. This parent-friendly site will offer parents and guardians sample CAST and CSA questions and resources.
Tentatively scheduled for January/February 2020, the CAST and CSA summary results will be available on the CDE Public Reporting website, which is located at https://caaspp-elpac.cde.ca.gov/. The summary results will be reported at the state, county, district, and school levels by student groups. The CDE will provide more information on the public release of the CAST and CSA in a February 2020 Information Memorandum to the State Board of Education.
New Alert Papers Process for CAASPP and ELPAC
The CAASPP and ELPAC alert papers process has changed.
As part of the process for scoring the writing tests for the CAASPP and ELPAC, readers may come across student responses that warrant a LEA’s immediate attention. Examples include responses in which students indicate or suggest they are experiencing or have experienced some kind of physical or emotional abuse or neglect; they may harm themselves or others; or they are experiencing severe distress. LEAs are notified of such instances through an alert paper.
Previously, ETS sent the details of an alert paper to the LEA coordinator and superintendent via United Parcel Service. The new process allows ETS to send the details of an alert paper via email. The email will contain a password-protected attachment that includes only the Statewide Student Identifier, LEA name, test name, and content of the student response. The password will be shared with the LEA coordinator and superintendent in a separate email immediately following the initial notification. The subject line will be different than the initial email for added security.
This new process eliminates delays due to overnight shipping. It provides the LEA information in a timely manner and still ensures security.
Please note that LEA coordinators will continue to receive a phone call when a student response is deemed severe. If the primary LEA coordinator is not available, the secondary coordinator listed in TOMS is contacted. If there is no other coordinator listed in TOMS, a voicemail is left for the primary coordinator.
CAASPP and ELPAC Pretest Live Webcast January 31; 9 a.m. – 4 p.m.
ELPAC Summative Supplemental Test Materials Ordering Window Opened January 15
The supplemental test materials ordering window opens on Wednesday, January 15, 2020. Materials ordered through the supplemental window will be for grades at the LEA level, not for individual sites.
- Supplemental Materials Order Window: January 15–May 15, 2020
(Materials arrive 10–14 business days after order has been placed)
For instructions on how to place a Writing test materials order, view the page instructions on the [Place Primary Order] tab under the [Orders] button in the top navigation bar of the Test Operations Management System.
2020 ELPAC Summative Forms Assignment Now Posted
Form assignments for the 2019–20 Summative ELPAC administration are now available on the ELPAC Forms Assignments web page. Use the lookup tool to search for a LEA to see which form number the LEA has been assigned. In some cases, large LEAs will be assigned to multiple forms; these will be displayed accordingly.
Secure Directions for Administration (DFAs) that correspond to these form assignments are available for download from the TOMS as of Thursday, January 16, 2020. LEAs must download and use these DFAs to administer the computer-based ELPAC. Upon completion of the test administration, LEAs must also securely destroy all printed test materials.
What follows are possible approaches an LEA ELPAC coordinator may take to provide DFAs to test examiners:
1. Download the DFAs from TOMS, store them securely, and provide them electronically to test examiners through a secure file transfer protocol (SFTP) just prior to testing.
2. Download the DFAs from TOMS, print them, and distribute them securely to test examiners just prior to testing.
3. Provide test examiners the instructions for downloading DFAs to view electronically from TOMS just prior to testing and ensuring that the DFAs are handled securely.
4. Order printed DFAs from the contractor through the fee-based service, which will be available on January 10, 2020. LEAs can access the order form on the ELPAC website.
In TOMS, select the [Resources] button on the top navigation bar to access the list of secure materials. Then, select Summative ELPAC Directions for Administration (DFAs) from the Available Materials list and download the DFA(s) that match the assigned form number.
Please note the following about Summative ELPAC DFAs:
Students in kindergarten, grade one, and grade two:
- LEAs should use the DFA document that matches the LEA’s form number assignment.
- If the LEA was assigned to Form 6, please note that the LEA will receive K–2 Writing Answer Books that indicate “Form 1” on the cover.
- Students with visual impairment in kindergarten through grade two should test using the paper-based braille or large-print Summative ELPAC test materials, which can be ordered through the California Technical Assistance Center (CalTAC). Test examiners will receive paper Test Examiner Manuals for these tests with their orders.
Students in grades three through twelve:
- LEAs should use the Grades 3–12 Listening, Reading, and Writing DFA and the Speaking DFA for the student’s corresponding grade span that match the LEA’s form number assignment.
- For students with visual impairment in grades three through twelve, the test examiner will need to download the appropriate grade-level DFA(s) indicated for students with visual impairment requiring braille.
Voice Capture Feature for the ELPAC
Thank you for your questions regarding the voice-capture feature for the computer-based English Language Proficiency Assessments for California. The State Board of Education approved the high-level test design in May 2018, which required the testing contractor to collect student voice-capture responses for the Speaking domain. Although all LEAs will be participating in this collection, only a small sample of student responses will be scored and evaluated to ensure that our test examiners across the state are calibrated to ensure consistency in scoring. Information gathered during this process will be used to improve training for future administrations. Upon completion, all student responses will be purged from the system. Local scoring in the moment will not be impacted.
If a parent wishes not to have their student’s voice captured, they can inform the LEA. The process for monitoring these requests will be a local decision. This decision should be determined on a student by student basis. It’s important that we know all LEAs are training their test examiners to score accurately in the moment so that student results reflect their English language proficiency.
The following language has been added to the Parent and Guardian Notification Letter template which can be found at https://www.cde.ca.gov/ta/tg/ca/documents/elpacstestnotifyltr.docx.
“Your child’s voice is being recorded as part of the Speaking test. A small percentage of student responses will be used to validate the accuracy of scoring and will not be used for identification. All recorded responses will be destroyed after the scores are validated.”
CAAs for ELA and Mathematics DFA Version Assignments Now Available
Version assignments for the administration for the CAAs for ELA and math are now available on the CAASPP CAAs for ELA and Mathematics Version Assignments for 2019–20 Test Administration web page. Version assignment PDF links are sorted by county. Version assignments in the PDFs are listed by LEA and then school. A school that does not appear on the list will be assigned version 1 by the test delivery system at the time of administration.
Additional resources for the CAAs, including the CAA Test Examiner Tutorial and the DFAs for the CAA practice tests and training tests, are linked on the CAASPP California Alternate Assessments web page.
Please also note that the practice and training tests for the CAAs for ELA and mathematics are available through the Online Practice and Training Tests web page.
California Alternate Assessment for Science: The Time Is Now
Interim Assessment Video Series Updated
- Module 1. Introducing the Smarter Balanced Interim Assessments
- Module 2. Interim Assessment Viewing System
- Module 3. Administering the Interim Assessments
- Module 4. Interim Assessment Hand Scoring System
- Module 5. California Educator Reporting System (with separate teacher and administrator videos)
Modules one through four were updated in November 2019, and module five was updated in January 2020. They can be found on the CDE’s Smarter Balanced Interim Assessment Video Series web page.
Interim Assessment Test Settings Template Coming Soon
Please note:
- For students in grades three through eight and grade eleven, TOMS already allows users to assign test settings through two options: 1) the TOMS View and Edit Students page and 2) the “Online Test Settings” batch upload template on the Students Upload page. Once set, these test settings apply to both the Smarter Balanced Summative and Interim Assessments.
- For all grades, authorized users can continue to assign test settings for interim assessments one-by-one in the Test Administrator Interface; however, those test settings are only valid for a single test administration and are not preserved for any future administration of an interim assessment.
California Educator Reporting System (CERS) Key Resources
CERS will be the “one-stop shop” for LEA staff to access individual and aggregate student results from all California summative assessments along with the interim assessment results it already contains. The following resources are available to promote and learn about using the system:
While CERS is a secure website for LEA staff access only, the above resources are all publicly available. Please note that the CERS Sandbox URL has changed. If you created a shortcut to the Sandbox URL, please update it with the one above. Be sure to share this information with site administrators, test examiners, test administrators, and other users to introduce them to the updated reporting system. To access the reporting system, select the new CERS button on the CAASPP.org and ELPAC.org websites.
WebEx for New CAASPP and ELPAC Coordinators
Save the Date for the 2020 California Assessment Conference
January 23, 2020
AAN/S&F Lunch & Learn Network Meeting - Session 4
http://santaclara.k12oms.org/201-172755
February 6, 2020
Smarter Balanced Interim Assessment Workshop
http://santaclara.k12oms.org/202-178886
February 7, 2020
Document Tracking Service (DTS): New LCAP Template Training
9-11 AM Session
https://santaclara.k12oms.org/201-181612
1-3 PM Session
https://santaclara.k12oms.org/201-181613
February 26, 2020
LCAP Writing Session
http://santaclara.k12oms.org/201-175942
March 25, 2020
LCAP Writing Session
http://santaclara.k12oms.org/201-175944
March 26, 2020
AAN/S&F Lunch & Learn Network Meeting - Session 5
http://santaclara.k12oms.org/201-172756
April 23, 2020
AAN/S&F Lunch & Learn Network Meeting - Session 6
http://santaclara.k12oms.org/201-172757
April 27, 2020
LCAP Writing Session
http://santaclara.k12oms.org/201-175946
May 14, 2020
LCAP Writing Session
http://santaclara.k12oms.org/201-175950
May 21, 2020
AAN/S&F Lunch & Learn Network Meeting - Session 7
LCAP Advisory Services
Email: cizor@sccoe.org
Website: www.sccoe.org
Location: Santa Clara County Office of Education, Ridder Park Drive, San Jose, CA, USA
Phone: (408) 453-6500