Vendor CALPADS Capabilities Procedures

Transcription

1 Vendor CALPADS Capabilities Procedures California Longitudinal Pupil Achievement Data System (CALPADS) CALPADS Capability Procedures 1.8 5/11/15 Procedures for listing vendors and their products in the CALPADS Vendor and Products Capabilities Matrix.

2 Table of Contents Section 1: Overview Vendor CALPADS Capabilities Procedures Overview...3 Section 2: Requirements Documents CALPADS File Specifications (CFS) CALPADS Code Sets CALPADS Valid Code Combinations CALPADS SSID and Enrollment Procedures CALPADS Data Guide CALPADS Extract Specifications...8 Section 3: Roles of the California Department of Education and the FCMAT/California School Information Services The Role of the California Department of Education The Role of the FCMAT/California School Information Services...9 Section 4: Process for Including Vendors and Products in the Vendor CALPADS Capabilities Matrix Initiation Training Submission of Data Verification Notification Section 5: Process for Maintaining Entries in the CALPADS Vendor and Products Capabilities Matrix Procedures for Maintaining Entries in the Matrix Procedures for Removing Entries in the Matrix Section 6: Process for Resolving Disputes Resolution Process Section 7: Process for Communicating with Vendors Overview CDE Website CDE CALPADS Vendor Listserv FCMAT/CSIS Website Meetings and Conference Calls for Vendors CALPADS Information Meetings California Department of Education 2 of 22 5/11/2015

3 Section 1: Overview This section should give readers an understanding of the: Purpose of the CALPADS Vendor Capabilities Procedures Contents of this document Contents This section contains the following topics: Topic 1.1 CALPADS Vendor Capabilities Procedures Overview See Page Purpose of this document 3 Content not included 3 Additional resources 4 Organization of this document Vendor CALPADS Capabilities Procedures Overview Purpose of this document The purpose of these procedures is to provide vendors with an understanding of what it means for a student information system (SIS) to be included in the CALPADS Vendors and Products Capabilities Matrix and the procedures used to determine which vendors and products are included in this matrix. This document describes both the procedures for the initial inclusion in the matrix and the procedures for maintaining inclusion over time. It also describes the resources and communication mechanisms used to share CALPADS information with vendors and receive their feedback. This document will provide vendors with an understanding of: What documents contain the CALPADS requirements What roles of the California Department of Education and the California School Information Services (CSIS) play in the process of determining which vendors and products are included in the CALPADS Vendor and Products Capabilities Matrix What process vendors use to have their product(s) included in the CALPADS Vendor and Products Capabilities Matrix What process vendors use to maintain their inclusion in the matrix What resources are available to vendors What the procedures are to resolve disputes related to these procedures and How CDE and FCMAT/CSIS communicate with vendors Content not included This document does not contain: Instructions on how to use the CALPADS system (that information is located in the California Department of Education 3 of 22 5/11/2015

4 CALPADS User Manual) CALPADS file specifications or definitions of data elements (that information is located in the CALPADS File Specifications document) CALPADS codes (that information is located in the CALPADS Code Set document) Procedures related to the acquisition and maintenance of Statewide Student Identifiers (SSIDs) (that information is located in the CALPADS SSID Enrollment Procedures document) CALPADS Error List (that information is contained in the CALPADS Error List document) See the additional resources for locations (URLs) of the above-referenced documents. Additional resources Information not found in these procedures may be found in the following locations: For this information CALPADS File Specifications (CFS) CALPADS Code Sets CALPADS Valid Code Combinations CALPADS SSID Enrollment Procedures CALPADS Data Guide CALPADS User Manual CALPADS Error list CALPADS User Manual CALPADS Operations Manual visit: sp The CALPADS application Organization of this document This document is organized in the following sections: Section 1: Overview This section contains an overview of this document. Section 2: Requirements Documents This section describes various documents that contain CALPADS requirements. Section 3: Role of the California Department of Education (CDE) and the Fiscal Crisis & Management Assistance Team (FCMAT)/California School Information Services (CSIS) This section contains a description of the roles of the CDE and FCMAT/CSIS in the process for determining which vendors and products are included in the Vendor CALPADS Capabilities Matrix. Section 4: Process for Including Vendors and Products in the Vendor CALPADS Capabilities Matrix This section contains a description of the procedures used to determine which vendors and products are included in the Vendor CALPADS Capabilities Matrix. Section 5: Process for Maintaining Inclusion in the Vendor CALPADS Capabilities Matrix California Department of Education 4 of 22 5/11/2015

5 This section contains a description of the procedures used to determine how vendors maintain their inclusion in the Vendor CALPADS Capabilities Matrix. Section 6: Process for Resolving Disputes This section contains a description of the process the CDE, FCMAT/CSIS, and vendors use to resolve disputes related to the procedures described in this document. Section 7: Process for Communicating with Vendors This section contains a description of the process CDE and FCMAT/CSIS use to communicate with vendors. California Department of Education 5 of 22 5/11/2015

6 Section 2: Requirements Documents This section contains information about various CALPADS documents vendors will find useful. This section should give readers a good understanding of: The various documents used to define CALPADS requirements Where to find these documents Contents This section contains the following topics: Topic See Page 2.1 CALPADS File Specifications CALPADS Code Sets CALPADS Valid Code Combinations CALPADS SSID Enrollment Procedures CALPADS Data Guide CALPADS Extract Specifications CALPADS File Specifications (CFS) The CALPADS File Specifications (CFS) document is intended to assist LEA and vendor staff in understanding the specific data population requirements for each of the California Longitudinal Pupil Achievement Data System (CALPADS) data submissions. The document describes each of the CALPADS files and the layout for each file, including the fields to be included and the population rules. Where to find the CFS The CFS may be downloaded from: CALPADS Code Sets The CALPADS Code Sets document describes the CALPADS code sets, the code values, code names, and definition of each code value. Where to find the CALPADS Code Sets The CALPADS Code Sets may be downloaded from: California Department of Education 6 of 22 5/11/2015

7 2.3 CALPADS Valid Code Combinations The CALPADS Valid Code Combinations is intended to provide local educational agency (LEA) staff and vendors with an understanding of valid combinations of CALPADS codes, including: State Province and Country codes Exit Reason and Grade Level codes Exit Category and School Completion Status codes Completion Status and Grade Level Education Program and Membership Category codes Non Classroom Based or Support Assignment and Educational Job Classification codes Student Offense and Offense Category codes CTE Pathway and CTE Industry Sector codes Course Group Master combinations Non Classroom Based or Support Assignment and Content Area Category Assignment codes Offense Code and Weapon Category Current English Language Acquisition Status (ELAS) and Submitted ELAS Where to find the CALPADS Valid Code Combinations The CALPADS Valid Code Combinations may be downloaded from: CALPADS SSID and Enrollment Procedures The CALPADS SSID and Enrollment Procedures includes information about the business rules regarding: Statewide Student Identifiers (SSIDs) Enrollment Types Enrolling and Exiting Students Anomalies Certification Dropouts Adjustment to Counts Where to find the CALPADS SSID Enrollment Procedures The CALPADS SSID and Enrollment Procedures may be downloaded from: California Department of Education 7 of 22 5/11/2015

8 2.5 CALPADS Data Guide The CALPADS Data Guide is intended to prepare LEA staff for submission of required data into CALPADS. The Guide will also provide vendors with an understanding of: What data must be maintained in local systems When data should be available in local systems When the data will be needed for submission to CALPADS How to prepare for each submission What type of data are expected to be submitted or updated during each submission window How the submitted data will be used by the state Where to find the CALPADS Data Guide The CALPADS Data Guide may be downloaded from: CALPADS Extract Specifications The CALPADS Extract Specifications document is intended to assist local educational agency (LEA) staff and vendors in understanding the file extract specification of each of the California Longitudinal Pupil Achievement Data System (CALPADS) extracts. The following extract types are described in detail: Operational Data Store (ODS) Extracts Statewide Student Identifier (SSID) Extract Candidate List Extract Replacement SSID Extract Rejected Records Extract Direct Certification Extract Suspense Resolution Extract Assessment Result Extracts Where to find the CALPADS Data Guide The CALPADS Extract Specifications may be downloaded from: California Department of Education 8 of 22 5/11/2015

9 Section 3: Roles of the California Department of Education and the FCMAT/California School Information Services This section describes the roles of the California Department of Education and FCMAT/California School Information Services in determining which vendors and products to include in the CALPADS Vendor and Products Capabilities Matrix. Contents This section contains the following topics: Topic See Page 3.1 Role of the California Department of Education Role of the FCMAT/California School Information Services The Role of the California Department of Education Role of the CDE The CDE is responsible for working in collaboration with FCMAT/CSIS to define the process for determining which vendors and products are included in the CALPADS Vendor Capabilities Matrix. 3.2 The Role of the FCMAT/California School Information Services Role of FCMAT/CSIS FCMAT/CSIS is responsible for working in collaboration with CDE to define the process for determining which vendors and products are included in the CALPADS Vendor Capabilities Matrix. FCMAT/CSIS is also responsible for administering the process jointly approved by CDE and FCMAT/CSIS to determine which vendors and products are included in the CALPADS Vendor Capabilities Matrix. FCMAT/CSIS is responsible for publishing this document and the Vendor Matrix on the FCMAT/CSIS website. California Department of Education 9 of 22 5/11/2015

10 Section 4: Process for Including Vendors and Products in the Vendor CALPADS Capabilities Matrix This section describes the procedures used to determine which vendors and products are included in the Vendor CALPADS Capabilities Matrix. Contents This section contains the following topics: Topic See Page 4.1 Initiation Training Submission of Data Verification Notification Initiation The Initiation step is the step in which the vendor expresses interest in having a product posted in the Vendor CALPADS Capabilities Matrix. What the vendor does In this step, the vendor: Contacts calpads-support@cde.ca.gov to express interest in having one or more products included in the Vendor CALPADS Capabilities Matrix Reviews the CALPADS documents referenced in section 2 s calpads-support@cde.ca.gov if the vendor has questions about the CALPADS requirements Makes any changes as necessary to bring the SIS into compliance with CALPADS requirements What FCMAT/CSIS does In this step, FCMAT/CSIS: Captures the contact information for the vendor Responds to any questions the vendor may have regarding CALPADS requirements If necessary, consults CDE prior to responding to requirements questions if a new question has been raised and the answer is not found in CALPADS documentation Adds the vendor product to the vendor matrix California Department of Education 10 of 22 5/11/2015

11 4.2 Training The Training step involves the vendor attending CALPADS trainings or self-paced trainings and learning how various CALPADS utilities function. What CALPADS utilities and extracts need to be considered The vendor needs to be familiar with the following CALAPDS utilities and extracts: Translation tables to translate local SIS codes to CALPADS codes upon import. See the CALPADS User Manual for details on this functionality; this manual is located at and within the CALPADS application. ODS Extract File which may be used to compare and identify differences between the CALPADS data and the data in the local student information system. The ODS Extract File is described in the CALPADS Extract Specifications document, located at SSID Extract File which may be used to extract SSID information from the CALPADS ODS through the CALPADS on-line system. The SSID Extract File is described in the CALPADS Extract Specifications document, located at Replacement SSID Extract file which may be used to obtain replacement SSIDs for retired SSIDs. The replacement SSIDs must be uploaded into the SIS and used in place of the retired SSIDs. The Replacement SSID Extract File is described in the CALPADS Extract Specifications document, located at Direct Certification Extract may be used to obtain results from the Direct Certification match. The Direct Certification Extract File is described in the CALPADS Extract Specifications document, located at Assessments - Individual Student Profile Extract may be used to obtain an extract of the historical assessment data contained in the CALPADS Assessment & Accountability Data Store (AADS) for each student enrolled in the LEA as of the date selected. This file will contain results for all students enrolled at the LEAs on the as of date, even if the students were enrolled in another LEA when the testing occurred. The Assessments - Individual Student Profile Extract is described in the CALPADS Extract Specifications document, located at Assessments - Student Results Extract may be used to obtain the details of each assessment contained in the AADS for each student enrolled in the LEA as of a select Academic Year. The Assessments - Student Results Extract is described in the CALPADS Extract Specifications document, located at Suspense Resolution Records Extract may be used to obtain student assessment results records that were given a status of Suspense when vendor assessment data was loaded. An LEA may use their local computing environment to analyze and select an SSID enrollment to resolve the suspense. The LEA can then upload a file of resolved student assessment suspense records to CALPADS for processing. The California Department of Education 11 of 22 5/11/2015

12 Suspense Resolution Records Extract is described in the CALPADS Extract Specifications document, located at What the vendor does In this step, the vendor: Assigns a person to be responsible for obtaining training on how to use CALPADS Creates an account on the FCMAT/CSIS website so that the vendor can register for training by visiting clicking the Login link at the top right-hand corner of the page, and then following the online instructions Attends the Essentials CALPADS online training sessions or completes self-paced trainings listed below to become more familiar with CALPADS requirements: o Essential 1 (Overview of Objectives and Requirements), o Essential 2 (Features, Code Mapping and User Access), o Essential 3 (SSID requests, Enrollment and Maintanance), o Essential 4 (SSID Anomalies) See to register for trainings or to take self-paced trainings Attends other CALPADS training sessions specific to the submission(s) the vendor will be testing to become familiar with the submission-specific requirements See the FCMAT/CSIS Course Catalog at and filter on CALPADS to view trainings for the various CALPADS submissions What FCMAT/CSIS does In this step, FCMAT/CSIS: Helps the vendor register for CALPADS online trainings if the vendor needs assistance or Helps the vendor access the CALPADS self-paced trainings 4.3 Submission of Data The Submission of data step involves either: a. The vendor working with one or more of its LEA clients to have the LEA submit data to CALPADS using extracts created from the SIS so that the vendor can prove its student information system is capable of producing extracts that satisfy the requirements for a specific CALPADS file submission, or b. If the vendor does not yet have California clients, the vendor can coordinate with FCMAT/CSIS to provide FCMAT/CSIS staff with extracts generated from its SIS using test data. FCMAT/CSIS will upload these extracts in a CALPADS test environment on behalf of the vendor and provide the vendor feedback. Vendors successfully completing this type of testing will be designated on the Matrix as having met the CALPADS capable status through the use of only test data. What the vendor does if the vendor If the vendor is working with one or more of its LEA clients to help the LEA(s) submit data to CALPADS, the vendor: Identifies LEA clients to represent the one or more of the following grade spans: California Department of Education 12 of 22 5/11/2015

13 has California LEAs as clients E = Elementary grades (K-6) H = High School grades (7-12) Alt = Ed Options (7-12, AD) All = All grades (K-12, AD) The vendor selects LEA client(s) they will work closely with to submit data with the understanding that the grade level will be posted on the matrix. Vendors are encouraged to work with LEAs representing all grade spans whenever possible. Works with one or more of its LEA client(s) to help reconcile all warning and error messages to ensure that the vendor extract(s) will work successfully in future CALPADS submissions. Vendors are not responsible for data quality issues related to warning or error messages. Works with the same LEA client(s) to verify the SIS is capable of uploading the CALPADS-generated extracts. Makes adjustments in the software as necessary. Works with the LEA to help the LEA resubmit extracts in an iterative process until extracts created by the software can pass all CALPADS validations. What the vendor does if the vendor does not have California clients If the vendor will submit test data to FCMAT/CSIS instead of working with an LEA, the vendor: Develops test data for one or more of the following grade spans: E = Elementary grades (K-6) H = High School grades (7-12) Alt = Ed Options (7-12, AD) All = All grades (K-12, AD) The vendor selects grade spans with the understanding that the grade level will be posted on the matrix. Vendors are encouraged to work with all grade spans whenever possible. Uploads test data to the secure site designated by FCMAT/CSIS and notifies FCMAT/CSIS that the file(s) have been uploaded. Receives the SSID extract file from FCMAT/CSIS generated for the test data and uploads that file into their SIS. Creates other files needed for CALPADS (e.g. SINF), uploads them to the secure site, and notifies FCMAT/CSIS that the file(s) have been uploaded. Receives from FCMAT/CSIS and reconciles all warning and error messages to ensure that the vendor extract(s) will work successfully in future CALPADS submissions. Receives other CALPADS-generated extracts and ensures the SIS is capable of uploading the CALPADS-generated extracts. Makes adjustments in the software as necessary. Works with the FCMAT/CSIS to resubmit extracts in an iterative process until extracts created by the software can pass all CALPADS validations. What are the requirements for data Data submitted must: Be a complete set of data selected to thoroughly test all possible conditions contained in the reporting requirements for a specific submission. Adhere to the import and validation rules described in detail within the CALPADS California Department of Education 13 of 22 5/11/2015

14 CFS and Code Sets. Be complete enough to allow an LEA to certify a submission. Include at least the suggested number of records as described in the table below. Column Legend 1) LEA Type Vendor must select a LEA type and use at least the number of suggested records in that row. 2) Number and Type of Schools Vendor must provide data for at least the specified number of schools and school types. For example if Unified is selected then 3 schools must be submitted, one elementary school, one middle school and one high school. 3) Number of Records (by Submission) For each submission, the specified file types must be submitted with at least the specified record volume for that LEA Type. A vendor can exceed these counts, but may not do less. Using fewer records will not provide an adequate testing experience. What FCMAT/CSIS does In this step, FCMAT/CSIS: Responds to any questions the vendor may have regarding warnings or errors Works with vendors that are using test data and processes those files in the CALPADS test environment on the vendor s behalf. 4.4 Verification If the vendor submitted LEA data in step 4.3, the Verification step involves the vendor sending FCMAT/CSIS verification that one of its LEA clients has certified the LEA s CALPADS data collection. If the vendor submitted test data to FCMAT/CSIS for processing in step 4.3, then the vendor skips this step and proceeds to 4.5 until such time that a California LEA has certified a CALPADS submission that was completed using extracts generated from the vendor s SIS. California Department of Education 14 of 22 5/11/2015

15 What the vendor does In this step, the vendor works with its LEA clients to help the LEAs submit and certify data for one of the CALPADS data collections to the production site. Once LEAs have certified and the submission certification deadline has passed, the vendor selects an LEA with the largest grade span from each of the LEA types the vendor serves (e.g. elementary, high school, charter, unified) and has the LEA(s) send proof of its certification to The vendor should have only one LEA per grade-level span submit this proof for each of the CALPADS data collections (e.g. one for Fall 1, Fall 2, Spring, etc.) for the grade-level spans the vendor wishes to have posted on the matrix. If the vendor serves multiple LEA types (e.g. elementary, high school, charter, unified) the verification process will expect each LEA type submission to be verified. What FCMAT/CSIS does In this step, after the certification date for the specific CALPADS submission, FCMAT/CSIS verifies with the LEA: The specific extracts generated by the vendor s product used for the CALPADS data collection, The fact that the LEA was able to certify the CALPADS data collection using the vendor s extracts without manipulation of the extracts, The grade span included in the extract, and The LEA was able to upload the following CALPADS extracts back into the SIS: SSID, Replacement SSID, Direct Certification, and the Individual Student Profile Assessment Results. 4.5 Notification The Notification step involves FCMAT/CSIS notifying the vendor of the results of the Verification step or, in the case of vendors working with test data, the results of the Submission of Data step. What the vendor does In this step, the vendor receives notification from FCMAT/CSIS and, after CDE has updated the matrix, refers clients to the FCMAT/CSIS website to confirm the SIS Capability. What FCMAT/CSIS does In this step, FCMAT/CSIS: Adds submission status to CALPADS Vendor and Product Capabilities Matrix on the FCMAT/CSIS website. When the vendor has used test data to verify it is CALPADS capable, the matrix will include Test data only to denote that the SIS has not yet been used to complete a CALPADS certification. Indicates the grade level span of the data in the column(s) for the specific files included in the vendor s extracts. The Vendor and Product Capabilities Matrix will be updated within one week of the CALPADS determination. Notifies vendors when the matrix has been updated of their inclusion in the matrix. California Department of Education 15 of 22 5/11/2015

16 Section 5: Process for Maintaining Entries in the CALPADS Vendor and Products Capabilities Matrix Contents This section contains the following topics: Topic See Page Procedures for Maintaining Entries in the Matrix Procedures for Removing Entried in the Matrix The section describes what vendors must do to maintain their listing in the CALPADS Vendor and Product Capabilities Matrix as well as what CDE and FCMAT/CSIS do to support vendors in this process. 5.2 Procedures for Maintaining Entries in the Matrix Requirements When a vendor and product are listed in the CALPADS Vendor and Product Capability Matrix, the vendor must actively work with FCMAT/CSIS until the product is deemed CALPADS capable. If a product has not yet been determined to be CALPADS capable and the vendor has not been in contact with FCMAT/CSIS in three (3) months to make progress toward completing the process of having its product evaluated for CALPADS capability, FCMAT/CSIS will remove the product from the matrix. When a major revision in CALPADS occurs, vendors must repeat the process for determining if their product should be included in the CALPADS Vendor and Product Capability Matrix. What is a major revision A major revision has occurred in CALPADS when CDE, in consultation with FCMAT/CSIS, has implemented a significant change in one or more of the following areas: The CALPADS file formats The State reporting requirements New system functionality What the vendor does following a major revision in CALPADS In this step, the vendor: Follows directions provided by CDE or FCMAT/CSIS Contacts calpads-support@cde.ca.gov if the vendor has questions California Department of Education 16 of 22 5/11/2015

17 What CDE and FCMAT/CSIS do following a major revision in CALPADS In this step, CDE or FCMAT/CSIS: Contact vendors to notify them: o A major revision has occurred, such as a new federal or state requirement has been imposed and new data elements have been added o The data collection(s) or files impacted by the revision o The need to repeat the procedure described in section 4 for the data collection(s) or files impacted by the revision Provides assistance to vendors as needed to help them understand what they need to do to maintain their listing in the Matrix 5.3 Procedures for Removing Entries in the Matrix Requirements When a vendor no longer wants to be on the matrix or CDE and FCMAT/CSIS deem the vendor product should be removed. What the vendor does In this step, the vendor: Sends an to calpads-support@cde.ca.gov that requests the vendor product to be removed from the matrix What FCMAT/CSIS does In this step, FCMAT/CSIS: Contacts vendors to notify them the vendor product has been removed California Department of Education 17 of 22 5/11/2015

18 Section 6: Process for Resolving Disputes 6.1 This section describes methods CDE, FCMAT/CSIS, and vendors use in the event of a dispute associated with the procedures described in this document. Contents This section contains the following topic: Topic See Page 6.1 Resolution Process Resolution Process Process If the dispute exists, the vendor will raise the issue with the FCMAT/CSIS staff involved in the original action and attempt to resolve the dispute informally. If the vendor and staff are not able to resolve the dispute and the vendor wishes to pursue it, the vendor will contact the FCMAT/CSIS Chief Operations Officer (COO). If the vendor and the FCMAT/CSIS Chief Operations Officer are not able to resolve the dispute, the vendor will submit a written description of the dispute to the FCMAT/CSIS Chief Operations Officer and the CDE CALPADS/CBEDS/CDS Operations Office. The written description shall include all factual information regarding the dispute. Once a written dispute is submitted, CDE and FCMAT/CSIS will attempt to render a decision to resolve the dispute within ten (10) business days. Once CDE and the FCMAT/CSIS COO reach a resolution on the dispute, the FCMAT/CSIS COO will communicate the decision to the vendor. One the decision is rendered, it is final. California Department of Education 18 of 22 5/11/2015

19 Section 7: Process for Communicating with Vendors This section describes the communication methods CDE and FCMAT/CSIS use to communicate with vendors. Contents This section contains the following topics: Topic See Page 7.1 Overview CDE Website CDE Vendor Listserv FCMAT/CSIS Website Meetings and Conference Calls for Vendors CALPADS Information Meetings Overview The Overview section details the communication methods used by CDE and FCMAT/CSIS to share information with and gather input from vendors. Communication Methods The primary methods for CDE and FCMAT/CSIS to communicate with vendors are: The CDE website The CDE vendor listserv The FCMAT/CSIS website Meetings and conference calls for vendors CALPADS Information meetings 7.2 CDE Website The CDE website section lists CALPADS requirements documents that are resources for vendors as well as links to those documents. California Department of Education 19 of 22 5/11/2015

20 Documents The primary documents posted on the CDE website at that vendors use are: CALPADS File Specifications CALPADS Code Sets CALPADS Valid Code Combinations CALPADS SSID and Enrollment Procedures CALPADS Data Guide CALPADS Error List CALPADS Extract Specifications 7.3 CDE CALPADS Vendor Listserv The CDE CALPADS Vendor Listserv section describes how vendors may register for the CDE CALPADS vendor listserv, the primary communication vehicle to vendors on CALPADS. How to subscribe Vendors may register for the CDE CALPADS vendor listserv by visiting the CALPADS Listserv page FCMAT/CSIS Website The FCMAT/CSIS website section lists resources for vendors maintained on the FCMAT/CSIS website and links to those documents and registration site used to register for CALPADS trainings. Documents The primary items posted on the FCMAT/CSIS website for use by vendors are the: Course catalog, which includes a description of all CALPADS trainings Training page, which provides links to specific course pages that include registration and materials for each specific course Self-paced training page, which includes links to all self-paced trainings and explains the hardware and software requirements to run self-paced trainings California Department of Education 20 of 22 5/11/2015

21 7.5 Meetings and Conference Calls for Vendors This section explains how meetings and conference calls are used for communications with vendors. Purpose of the calls/meetings The CDE and FCMAT/CSIS regularly arrange and conduct various meeting(s) and/or conference calls to provide a venue for discussion of pending change requests and technical/data implications for upcoming CALPADS requirements. What CDE or FCMAT/CSIS do CDE or FCMAT/CSIS will: 1. Arrange and conduct meetings/calls with user groups and stakeholders of CALPADS to gather and exchange technical information necessary to understand the requirements and be able to make informed decisions about maintaining and implementing software changes related to CALPADS. 2. Arrange and conduct meetings for vendors to provide and exchange information related to software requirements. 3. Arrange and conduct meetings with individual vendors to help with specific requirements related to any one particular SIS product. What vendors do The vendors will: 1. Participate in the meetings or calls if the vendors schedule permits. 7.6 CALPADS Information Meetings This section explains how CALPADS Information Meetings (CIM) are used for communications with vendors. Purpose of the CIM meetings The CDE and FCMAT/CSIS host advisory meetings approximately two times per year via video conference to provide a venue for discussion of CALPDS implementation, pending change requests and technical/data implications for upcoming CALPADS requirements. What CDE and FCMAT/CSIS do CDE and FCMAT/CSIS will: 1. Set the annual schedule for CIM and arrange meeting locations. 2. Host the registration pages for the CIM on the FCMAT/CSIS website. 3. Send out invitations and encourage those interested in attending to register for California Department of Education 21 of 22 5/11/2015

22 the event. 4. Conduct the meetings. 5. Gather suggested agenda items for future CALPADS Information Meetings. What vendors do The vendors will: 1. Participate in the CIM if the vendors schedule permits. California Department of Education 22 of 22 5/11/2015