on-line data submission training california partnership for achieving student success
TRANSCRIPT
On-line datasubmission training
On-line datasubmission training
www.cal-pass.org
California Partnership for Achieving Student Success
Cal-PASS on-line data trainingCal-PASS on-line data training
• Presented by:• Mary Kay Patton• Cal-PASS Database Administrator/Data Coordinator
AgendaAgenda
• Overview and history• Changes this year• Validating your data• Submitting your data• Downloading your
partners’ data• Using Cal-PASS data
What is Cal-PASS?What is Cal-PASS?
• Creates regional data sharing partnerships• Links primary, secondary and post-
secondary institutions on a regional basis• Tracks groups of students from one
segment to the next• Participants include over 1000 K-12
schools, 64 community colleges and 17 universities throughout California
How Does Cal-PASS Work?How Does Cal-PASS Work?
K-12,K-8, 9-12
Community Colleges University
Steps to Cal-PASS Steps to Cal-PASS
• Sign MOU• Cal-PASS office sends welcome email to member
district. Request for identification of IT and Program Contacts.
• Email to IT Contact giving direction on data submission.• Website address• Data Element Dictionary• User’s Guide• Validation Program
• User ID and Password given to the Program Contact (by phone).
Cal-PASS Data Collection CycleCal-PASS Data Collection Cycle
• Initial submission of 5 years• Ongoing annual submission• Domain defined by consortium• Optional files determined by consortium• Cal-PASS files contain data at the school
level but are submitted and downloaded at the district level
Changes this yearChanges this year
• Data elements mirror CSIS requirements• Comma delimited format• Addition of STAR data file
• Created by validation program
• New data submission website• No local applet installed
• Student Information Systems have Cal-PASS extract• Eagle Aeries (complete)• Powerschool (in development)• Maximus (in development)
Resources for creation of datasetsResources for creation of datasets
• Data Element Dictionary• Record layout for input file to the validator• Record layout for output from download
• User’s Guide• Step by step guide to submission, download and query
• Validation Program• Data files must be pre-edited (validated) prior to
submission through the Cal-PASS website.
• Available from the Cal-PASS website at www.cal-pass.org\submission_links.htm
Create filesCreate files
• Student, Course, Award, STAR files• May also have optional files
• Primary key• School, academic year, locally assigned student
identifier• One to many relationship between student file and
course file• One to one or one to many relationship between the
student file and the award file• For multiple year submission (initial) there will
be multiple records for each student• each with different academic year and grade level
Eagle AeriesEagle Aeries
Creating a Cal-PASS extract from Aeries
Processing Aeries extractProcessing Aeries extract
Input File FormatInput File Format
• Sample of file layout
Cal-PASS ValidatorCal-PASS Validator
• Download from Cal-PASS website• Program runs locally• Checks for valid codes in all fields• Encrypts all student identifiers
• SSN, Locally assigned ID, CSIS ID
• Creates two derived keys• Partial first name, partial last name, birthdate
and gender• Second key uses high school of origin
ValidatorValidator
• Validation program generates files • error files containing records that don’t meet edit
criteria• submission files containing data that passed the edit
process• Files are stored in two separate subdirectories (Error
Logs and Uploads) in the directory where the program was installed
• The Student file must be edited first in order for the program to successfully perform referential checks between files.
Folders created by ProgramFolders created by Program
Set Maximum ErrorsSet Maximum Errors
Validate the Student File Validate the Student File
Select Student File FirstSelect Student File First
Errors are shown on screenErrors are shown on screen
Referential check between student, course and award
files.
Validating Star Test DataValidating Star Test Data
• Data are extracted directly from CD• Can be submitted independent of student,
course and award files to allow for past years data submission
• Program prompts for multiple CD’s and/or multiple years
• Prompts user for year (very important) • Uses format used by testing vendor
• File name contains 5 digit District ID (no ‘K’)
Transmittal FileTransmittal File
Select files Select files
Program creates transmit fileProgram creates transmit file
Submitting DataSubmitting Data
• Password protected• Cannot query until at least 1 submission
is completed• Student, Course and Award files must
be included for K-12 districts• Student and Course files for K-8 districts• Star data and Optional files may be
submitted independently
Submission login pageSubmission login page
Browse for filesBrowse for files
Add/Delete Selection BoxesAdd/Delete Selection Boxes
Navigate to Uploads folderNavigate to Uploads folder
Selected filesSelected files
Progress barProgress bar
Process filesProcess files
Confirms and sends emailConfirms and sends email
Data DownloadData Download
• User ID and Password• Access based on MOU share list• Reciprocal agreement to share• Data files are csv format• Available by academic year
• CC and University files have multiple terms in each file
Select files for downloadSelect files for download
View available filesView available files
Download Now
Save or run fileSave or run file
Performing Records MatchPerforming Records Match
• SSN• Not always available• Best match, if available
• Derived Key 1• Created from partial names, birthdate and gender• reliable only within regions
• Derived key 2• Same as derived key 1 but includes school of origin
(improved match between K-12 and University)
Security and PrivacySecurity and Privacy
• Confidentiality -FERPA• Physical security of Cal-PASS servers• Encrypted identifiers• Password protection• Published info will not have the potential to
identify individuals• Cal-PASS Security Document on website
Guiding PrinciplesGuiding Principles
• Data Ownership• Retained by district/institution
• Data Uses• Primarily for internal institutional use
• Sensitivity to other members• No use of the data will disadvantage any other member
• Confidentiality• No individual will ever be identified• Any use of the data outside of the consortium will have
prior approval by all consortium members• Consortium members will maintain security that meets
the Cal-PASS security minimums
Help is on the way!Help is on the way!
• Mary Kay Patton• [email protected]• (916) 995-3183
• Kay Crabbe• [email protected]• (916) 683-2152
Questions?