August 31, 2010
Dear Select Charter School Administrators and CBEDS Coordinators for Independently Reporting Charter Schools:
CALIFORNIA BASIC EDUCATIONAL DATA SYSTEM DATA SUBMISSION PROCESS
The California Basic Educational Data System (CBEDS) is a statewide data collection that gathers basic demographic information on schools and students from local educational agencies (LEAs) and independently reporting charter schools. These data are collected through an Online Reporting Application (ORA). The CBEDS data are to be collected as of Information Day, October 6, 2010, and completed online on or before October 29, 2010. Since your charter school has elected to report aggregate data independently of your authorizing agency, you are responsible for submitting data directly to the California Department of Education (CDE) through the CBEDS-ORA. This mailing includes the information your charter school will need to complete the 2010 CBEDS data collection.
CBEDS Coordinator Contact
In correspondence sent over the summer, we requested that each independently reporting charter school designate a CBEDS coordinator. If you did not receive the correspondence, or have not yet designated a coordinator, we have listed the charter administrator as the CBEDS coordinator. To assign a different coordinator, logon to the CBEDS-ORA at http://www3.cde.ca.gov/opuscbeds/login.aspx using the user name and password enclosed on the CBEDS Online Reporting Application User Name and Password sheet and select the “Update User Information” option from the Main Menu.
CBEDS Coordinator’s Responsibilities
It is the CBEDS coordinator’s responsibility to:
- participate in online CBEDS Overview and ORA Demonstration trainings;
- review the List of Expected Schools and work with the LEA’s CDS coordinator to report school closures, school name changes, and grade-span changes;
- ensure that the school data are submitted using the CBEDS-ORA;
- send summary reports to appropriate staff for review;
- correct all data errors and resolve warnings, if needed;
- update the CBEDS contact information using the CBEDS-ORA (if the coordinator changes); and
- serve as the point of contact for any questions about the data submitted.
List of Expected Schools
The List of Expected Schools lists the independently reporting charter school expected to submit CBEDS data. The accuracy of the list is critical in the submission of your data as inaccurate information may prevent the processing of your data. To verify the List of Expected Schools is up-to-date, logon to the CBEDS-ORA at http://www3.cde.ca.gov/opuscbeds/login.aspx. Enter the user name and password enclosed on the CBEDS Online Reporting Application User Name and Password sheet and select “Logon.” Then select the “CBEDS-ORA List of Expected Schools” option from the Main Menu. If the List of Expected Schools is not accurate, please follow the instructions provided on the List of Expected Schools for making corrections.
Data Submitted through the CBEDS-ORA
School Information Form (SIF) data will be collected through the CBEDS-ORA. This online application contains formatted data entry screens, built in edit checks, summary reports, and the ability to import/export data files. The CBEDS-ORA is located at http://www3.cde.ca.gov/opuscbeds/login.aspx and requires a unique user name and password to access the application. The logon information needed to access the CBEDS-ORA for your school may be found on the enclosed CBEDS Online Reporting Application User Name and Password sheet.
Resources
A letter dated June 15, 2010 was sent to Charter School Administrators detailing the changes to the October 2010 CBEDS collection. There are additional reporting requirements for independently reporting charter schools this year, so be sure to review this letter if you are unaware of these changes. The CBEDS Fall 2010 Data Collection and Contact Survey letter is posted on the CDE Web site at http://www.cde.ca.gov/ds/dc/cb/cbedschangeltr10.asp.
Information for CBEDS coordinators including detailed instruction on CBEDS, training and collection materials, forms, letters, policies and guidelines, the CBEDS-ORA, and information on CALPADS may be viewed on the CBEDS Web page at http://www.cde.ca.gov/ds/dc/cb/index.asp.
If you have questions about this mailing or the CBEDS submission process, please call the Educational Demographics Office at 916-327-0219.
Sincerely,
Karl Scheff, Administrator
Educational Demographics Office
KS:md
Enclosure
1430 N Street
Sacramento, CA 95814