CalAPA Submission Requirements and Condition Codes

Submission Requirements

• Cycle-Specific Requirements.
  • Cycle 1: You must choose one of the six California Department of Education identified state indicators for which you can find at least three years of quantitative data.
  • Cycle 2: You must establish an actual community of practice comprised of educators working at the identified school, and your meetings must not be staged or scripted. You must submit the agenda and minutes from your initial planning meeting and the agendas and minutes from at least three implementation meetings.
  • Cycle 3: You must select a volunteer teacher and conduct an actual coaching cycle that is neither staged nor scripted. The observation and classroom lesson must be synchronous.
• Video. Any required video must conform to the technical specifications (e.g., format, file type) stipulated in the CalAPA assessment materials, and be viewable by assessors. After uploading a video file, review the file to confirm successful playback prior to submission. You are responsible for ensuring that each submitted video file meets the technical specifications and can be viewed by assessors. In addition, any submitted video clip(s) must be continuous and unedited, with no interruption in events (e.g., you may not edit a video clip to remove physical transitions or disruptions, or to add titles, music, or explanations). Both the candidate and individuals who are actively participating must be visible in the video recordings according to the requirements in the assessment guides.
• Audio. The conversations in the video files must be clearly audible to assessors. Review each video prior to submission for potential background noise or poor audio quality that would interfere with an assessor's ability to hear you and your colleagues. Please note that some environments (e.g., school cafeteria, teacher's lounge, hallways) are less conducive to audio recording, and make any appropriate adjustments when recording video to ensure audio quality. In addition, the audio for any submitted video clip(s) must be continuous and unedited, with no interruptions (e.g., you may not add music).
• Online Settings. Candidates who complete the CalAPA in an online setting must additionally adhere to the Guidelines for Completing the CalAPA in an Online Setting.
• Sufficient Evidence. Your materials must provide sufficient evidence so that assessors can evaluate your performance according to the CalAPA rubrics. An assessor may be unable to assign a score according to one or more rubrics due to the following reasons.
• A response is unrelated to the leadership cycle.
• Insufficient information is submitted to be able to evaluate performance.
• The incorrect file was uploaded to the designated location.
• The file was blank, containing no text or graphics, or the video clip or audio file contained no content.
• The file could not be opened for technical reasons (e.g., file extension does not match file type).
• The file was saved in the incorrect orientation (i.e., portrait or landscape), so that some content is not visible.
• Documents are illegible and a transcript is not provided (e.g., handwriting is too light; images are blurry, reduced in size, or otherwise cannot be read).
• Referenced material is not submitted (e.g., Data Collection Summary template is referenced or described in the response, but not submitted).
• Hyperlinks are provided in lieu of the actual documents/materials.
• Required evidence is beyond the allowable page/video length.
• English Translation.
  • Translations or transcripts are NOT required for the following:
    
    • candidates using American Sign Language (ASL) in a meeting or coaching setting with participants who are deaf or hard of hearing
    • candidates using Braille materials in a meeting or coaching setting with participants who are visually impaired
  • For all other candidates, any evidence in a language other than English must be accompanied by a translation.

If your submission does not meet the Submission Requirements, it may result in the inability to assign a score according to one or more rubrics. If a score cannot be assigned according to each rubric, the submission will be reported as "not passed" to the CTC and your educator preparation program.

In addition to these specific Submission Requirements, you must also review and comply with all policies and guidelines and all other requirements contained in the CalAPA assessment.

If you are unable to resolve a technical issue observed when you review your uploaded materials, contact CalAPA Customer Service for assistance prior to submission.

If your submission does not meet the Submission Requirements as described above and your submission or a portion of your submission is deemed unscorable, your score report will be marked as "Not Scorable," and it will specify one or more of the following Condition Codes indicating the requirement(s) that were not met for each applicable rubric and a non-numeric score of "X" for any remaining rubrics.

If you receive a condition code on your score report, please carefully review the information below under "For Candidates Who Receive a Condition Code on Their Score Report."

If you received a Condition Code on your score report, you are advised to consider the following course of action:

1. Review your rubric(s) that received a Condition Code with a faculty or program advisor.
2. Review the CalAPA Submission Requirements on this page (above) so that you understand how to correct your evidence for your rubric(s) that received a Condition Code.
3. Read and consider the additional information below about some of the most frequently assigned condition codes, if applicable.
4. Review the CalAPA Retake Policy .
5. Re-register for the cycle and submit your updated evidence, correcting the Submission Requirement errors that you and your advisor identified.

A4A: Submission videos do not provide evidence of an actual community of practice comprised of educators working at the identified school site in Cycle 2.

• You must establish an actual community of practice comprised of educators working at the identified school site.
• Your community of practice may include a range of adults at the school site (e.g., administrators, teachers, coaches/mentors, support personnel, specialists, aides, family members/guardians).

A4B: Submission videos determined to be staged or scripted in Cycle 2.

• Staging a meeting includes pre-determining which community of practice members will speak at any given moment or order, what the focus of their comments will be, and what reactions from other community of practice members will be, while scripting includes a common document where each person's comments are written out for them prior to the meeting.

D8: At least 3 implementation meeting agendas and/or minutes were not provided.

• You must provide a minimum of 3 agendas and minutes from 3 implementation meetings.
• Your initial planning meeting agenda and minutes do not count toward your implementation meeting agendas and minutes.

G4: Annotations do not map to the video clip(s).

• Your annotation timestamps must identify the specific moment(s) in the video clips where you are demonstrating the required annotation actions.

G5: Required annotation(s) are beyond the allowable video length.

• Assessors will only watch up to the maximum allowable length from the start of any one video or collection of videos.
• Timestamped annotations applied beyond the maximum allowable length for an individual video or collection of videos will not be considered.