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CALPADS Fall 1 Deadline Postponed!

Editor's note:  This just came across the CSIS listserv:

Dear LEA Representative:

We have determined the recent slowdown in CALPADS is due to sheer volume in the last week of the deadline. We were not able to get more LEAs certified earlier and reduce the load on the system prior to the deadline. As of Monday, 12/11/2017 only 50% of the 1,906 LEAs in the state had certified Fall 1. While we work to encourage LEAs to certify throughout the submission window we were unsuccessful to encourage more to complete sooner. So, due to this high volume causing extreme slowness with rendering reports and related screens, and the closure of some number of districts due to fires, the 2017 Fall 1 certification deadline has been extended to Friday, December 22, 2017.

Thank you,


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CALPADS Update Flash #132

Dear LEA Representative:

The attached CALPADS Update FLASH #132 provides information about the following topics:

· Aligning Guidance Regarding When to Disenroll Truants to Support Practices to Reduce Chronic Absenteeism, Truancy, and Dropouts
o When should an LEA disenroll a student who has been enrolled and attending school and then becomes habitually truant and appears to have dropped out?
o Statutory steps for addressing truancy; exit options
o Are LEAs responsible for students who are expected to return the following school year, but who do not show up ("no shows")?
o When should a student be exited with E400 – OtherOrUnknown?
· Changes to CALPADS Field and Code Definitions to Support Guidance

A separate letter is being sent to your Superintendent or Charter School Administrator that discusses the same guidance contained in this Flash.

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EdSource releases map of homeless student rates in CA schools

This is a truly fascinating use of "big data."   Kudos to Daniel Willis over at EdSource for creating a map that highlights where student homelessness is greatest throughout the state.  You can see the map here at this link:  https://edsource.org/2017/california-map-shows-hot-spots-of-homeless-students/588165.  To my memory this is the first time I have seen an actual "heat map" of the geographical locations where student homelessness is more pervasive than other areas.  Hopefully with the LCFF process additional resources will flow to these students and these schools to have a positive impact on their learning and continuity of educational services.  This is just one example of how the state's data system, CALPADS, can produce updated and actionable information to Calfornia educators and decision makers.

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Happy Census Day!

Census Day is the one day within the Academic Year on which an official enrollment count is taken. For the Fall Calpads data collection, Census Day is the first Wednesday in October. Students who are enrolled in a particular school on this day are counted in various ways towards overall enrollment and additional considerations.
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CALPADS Flash #130, Oct 3, 2017


The California Department of Education (CDE) would first like to thank local educational agencies (LEAs) for their dedication and hard work in certifying the 2016–17 End-of- Year (EOY) submissions. LEAs are to be congratulated for meeting the challenge of submitting student absence summary data for the first time and certifying all EOY submissions in August.

The CDE also recognizes that the school year has already started and LEAs are busy enrolling students and scheduling them into classes. The CDE has sent Superintendents and Charter School Administrators the annual Back-to-School letter for data collections, and in that letter we emphasize the importance of executive leadership supporting the mission critical work that you do. You can view this letter, dated September 6, 2017, on the CDE CALPADS Communications Web page at http://www.cde.ca.gov/ds/sp/cl/communications.asp under the "Letters to Superintendents" heading. Additionally, here is a direct link to the letter: http://www.cde.ca.gov/ds/sp/cl/yr1718databts.asp.


The Fall 1 certification deadline is December 15, 2017. LEAs should set internal deadlines to ensure their submission is certified on time. The table below provides a suggested timeline that LEAs may use to help them meet the Fall 1 Certification deadline.

​Dates ​Activity
​Now Run the security report in CALPADS (under Admin > User Security, which is only available using the LEA Admin account) to determine if any accounts need to be revoked.  Remove the Anomaly Contact role from an account before it is revoked.  Make sure your anomaly contact is current.  Update CALPADS 2016–17 enrollment records with enrollment end dates.  
​NowUpdate CALPADS 2016–17 enrollment records with enrollment end dates.         
​No Later than October 4th, 2017 Complete Fall 1 data population in local student information system. ​
​ No later than October 27, 2017 ​Upload Student Enrollment (SENR) and Student Program (SPRG) files.  Update students' Student English Language Acquisition Status (ELAS) using the Student English Language Acquisition (SELA) file for students who have had a change in their status.  Review validation errors.  Reconcile data as needed. 
​ No later than November 3, 2017 ​ Post SENR, SINF, SPRG, and SELA files.
​ November 6 – 17, 2017  ​ Review reports.  Reconcile data in reports as needed. 
​ November 20 – December 1, 2017 ​ Send reports to site leaders for approval.
​ December 4 – 15, 2017  ​ Certify Fall 1 data (Level 1 and Level 2).

Fall 1 snapshot reports will begin running in the early morning hours of Wednesday, October 4, and all LEAs should have a snapshot revision by Thursday morning, October 5, at the latest.

LEAs are reminded to indicate which 2016–2017 graduates met the Golden State Seal Merit Diploma and the Seal of Biliteracy. These new indicators will be displayed on reports 1.9, 1.10, 1.11, and 8.1a.

Input Validation Rule (IVR) SENR0269 severity was changed to a warning on October 3, 2017. LEAs are advised to carefully review any SENR0269 warning, as it is essential that enrollment grade levels are within the school's grade span.


Registration is currently open for the CALPADS Information Meeting (CIM) scheduled for Tuesday, October 17, 2017. The meeting will be held from 9:30 a.m. to 12:00 p.m. and will be streamed over the Internet to individual participants. There will be no physical locations for the meeting. If you plan to attend, please register at least 24 hours prior to the meeting on the CSIS October 17, 2017 CALPADS Information Meeting Web page at http://csis.fcmat.org/Pages/October-17-2017-CALPADS-Information- Meeting.aspx. If you will be watching the CIM with others from your organization, please register only one individual. Instructions for joining the meeting will be emailed to those who register in advance of the meeting. There is no cost to participate.

The meeting agenda is also available via the meeting link. The agenda includes a review of the upcoming Fall 1 and Fall 2 submissions as well as updates on Assessment and Accountability. Although attendance is optional, CALPADS administrators and other staff working on CALPADS are encouraged to attend.

Presentation materials will be posted on the October 17, 2017 CIM Meeting Web page (the link provided above) by October 16, 2017. For those unable to attend, a video of the meeting will be posted within a couple of weeks after the meeting. 

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(Editor's Note:  I copied this directly from the PDF file that was distributed on the listserv.  A few folks were having issues with the attachment not coming through, so here is the raw text:)

California Department of Education – CALPADS Team and Special Education Division



Per the CALPADS Update Flash #129 that was released on July 21, 2017, the final August 11th EOY certification deadline (the close of the amendment window) for EOY 1, 2, and 3 has been moved to August 25th, in order to accommodate a defect fix. Special Education Local Plan Areas (SELPAs) should work with district CALPADS administrators to ensure that all discipline reports in the EOY 3 submission have been reviewed prior to the August 25th certification date. The certification deadline for the California Special Education Management Information System (CASEMIS) suspension data (formerly Table C) has also been extended to August 25th. All other submissions for CASEMIS (Tables A and B) still have a certification deadline of August 11th.


When is it appropriate for LEAs to populate the Education Program End Date for a Special Education Program record (Education Program Code 144 – Special Education)?

 The only circumstance in which the Education Program End Date for a Special Education Program record should be populated is when the student exits special education for one of the following reasons:

o Student was determined to be no longer eligible for services; o Student completed high school;
o Student aged out of the program (on 23rd birthday);
o Student dropped out of school;

o Student transferred out of state or out of the country; o Student died;
o Parent withdrew the student from special education; o Student received a special education waiver;

o No parental consent was given for an infant to be evaluated for Individualized Education Plan (IEP) services.

 It is NOT appropriate to populate the Education Program End Date for a Special Education Program record in any of the following scenarios:

o Routine year-end program record exits in CALPADS;
o To reflect changes from one primary disability to another;
o When the student transfers to another California public school or district.

How should Special Education Program records be reported for a student who was eligible for special education services, subsequently exits the program and then, after a period of time, is once again determined to be eligible for services?

 First, LEAs must ensure that the original Special Education Program record reflecting the Special Education Initial Entry Date (Education Program Start Date field) and the Special Education Program Exit Date (Education Program End Date field) are in CALPADS. If the record is not in CALPADS, then the record should be submitted.

Then, in order to reflect the subsequent determination that the student is eligible for services, a subsequent Special Education Program record should be submitted reflecting the new eligibility determination date (IEP meeting date) in the Education Program Start Date field. The Education Program End Date field should be null.


The California Department of Education (CDE) Special Education Division will be conducting its annual "Fall CASEMIS Roadshows" beginning in October 2017. Special Education and CALPADS staff will update local educational agencies on upcoming changes in CASEMIS for December 2018, as well as debut some of the data validations that will be required when CASEMIS is transitioned into CALPADS. The proposed dates and locations of these roadshows are listed below. The exact times, addresses, and registration information will be finalized and sent out in the September C2C newsletter. Please save these dates on your calendars.

October 9, 2017, San Diego, CA, San Diego COE
October 11, 2017, Santa Clara COE
October 12, 2017, Sonoma COE
October 13, 2017, Sacramento, CA, Sacramento COE
October 16, 2017, Saddleback USD
October 20, 2017, El Cajon
October 26, 2017, Desert Mountain SELPA
October 27, 2017, Ventura County SELPA
November 9, 2017, Los Angeles, CA, Los Angeles COE 
Contact Us Special Education Division Amanvir Sahota (916) 327-1022 CALPADS Office Sotain Fisher (916) 327-0210 

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Dashboard Aficionados! Join the LCFF Review Team!

Good afternoon!

The California Collaborative for Educational Excellence (CCEE) is seeking qualified individuals to serve as leads and as members of LCFF Content Library Review Teams. If you are interested in serving on a review team, please complete the Application to Serve as Lead/Member of LCFF Content Library Review Team. The deadline to submit an application is September 1, 2017.

As background, the CCEE, in partnership with many other stakeholders, is developing the LCFF Content Library, a free repository of files (e.g., slides, handouts, videos, and other physical or electronic content) on California's accountability and continuous improvement system. The CCEE supports and curates the Library in partnership with review teams, the members of which may include representatives from county offices of education, statewide education associations, advocacy organizations, community-based organizations, and other entities selected by the CCEE. Following submission of a file, it is typically reviewed by at least one review team, which then makes a recommendation to the CCEE based on whether the file is accurate and current but also whether it is aligned with the California School Dashboard, the Local Control and Accountability Plan (LCAP), and other files in the Library.

Please contact me with any questions. Additional details on the LCFF Content Library can be found on the CCEE Web Page at www.ccee-ca.org.

Thank you for your time and consideration,

Michelle Magyar

Senior Manager, Training


Click HERE to sign up for the CCEE listserv

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Breaking News!

 Dear LEA Representative,

The CDE is aware of the CALPADS performance issues that have occurred over the last two days and will be addressing the cause later today. Additionally, we will be postponing the July 31, 2017 End-of-Year (EOY) certification deadline. The new EOY deadline will be announced in Flash 129 set to be released on Friday, July 21, 2017.

Thank you again for all of your patience and your diligent work.


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CAASPP Update Issue #215

Focusing on the California Assessment of Student Performance and Progress (CAASPP) System, including the Smarter Balanced assessments—a major component of CAASPP—and the California Alternate Assessments and science assessments.
Last month, the Smarter Balanced Assessment Consortium passed eight motions to update the Usability, Accessibility, and Accommodations Guidelines (UAAG). The changes, which apply only to specific CAASPP assessments, are as follows:
New universal tools
- Embedded thesaurus
- Embedded line reader

New designated supports
- Non-embedded amplification
- Embedded mouse pointer size and color
New accommodations
- Embedded braille transcript for English language arts listening passages
- Non-embedded word prediction
- Non-embedded braille paper and pencil assessments
In addition, 10 existing policies have been updated for clarification or editorial changes. The updated UAAG, published on June 30, 2017, is available on the Smarter Balanced Accessibility and Accommodations Web page in the "What Are Accessibility Resources?" section.
On another accessibility note, Matrix One is in the process of being updated for the coming administration. The matrix updates will reflect the UAAG changes.
Student Score Reports in Spanish
We are pleased to announce that the 2017 Spanish versions of the Student Score Reports for both Smarter Balanced Summative Assessments and the California Alternate Assessments are now available on the CDE CAASPP Student Score Report Information Web page.
Available—Guide to Understanding Student Score Reports
The 2017 version of the Guide to Understanding the Student Score Report is now available for both Smarter Balanced Summative Assessments and the California Alternate Assessments. These guides come in both English and Spanish, with other translations coming soon. These documents are organized by grade level and provide information about the assessments specific to each grade level.

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ELPAC Update Issue #4, June 30th, 2017

The English Language Proficiency Assessments for California (ELPAC) Update, from the California Department of Education (CDE), is an e-mail for K-12 educators, including testing coordinators, which focuses on the English Language Proficiency Assessments for California. When the ELPAC is operational, it will replace the California English Language Development Test (CELDT). The ELPAC Update will be sent once per month beginning March 2017. Please forward this e-mail to any educators in your local educational agency (LEA) who would be interested in or benefit from this information.

ELPAC Regulations Approved!

Have you heard the news? The ELPAC regulations have been approved and will become effective on October 1! These regulations include definitions, requirements, responsibilities, and guidelines for the administration, test security, and reporting of the ELPAC. In addition, they include, but are not limited to:

-  Procedures for the administration of two separate assessments
-  A change in the annual summative assessment window to a four-month period, beginning February 1 and lasting through May 31
-  The use of universal tools, designated supports, and accommodation

    The ELPAC draft regulations are located on the CDE ELPAC Regulations Web page. Be on the lookout on the CDE ELPAC Web page after October 1, when the approved regulations will be posted and ready for the first administration of the ELPAC in spring 2018.

    New ELPAC Resources Next Month

    Are you interested in ELPAC resources for parents and educators? The CDE and Sacramento County Office of Education (SCOE) are developing an ELPAC flyer for parents, an ELPAC Fact Sheet, and ELPAC Domain Information sheets for educators. These resources are designed to provide the reader with valuable information about the ELPAC. Be on the lookout in August, when these resources will be posted on the ELPAC.org Web site.

    ELPAC Initial Assessment Field Test (FT): Coming Soon!

    With the ELPAC Summative Assessment having ended last April, we are now gearing up for this fall's ELPAC Initial Assessment (IA) FT. The CDE and its testing contractor, Educational Testing Service (ETS), are looking for LEAs interested in having several of their schools participate in the IA FT, which is scheduled for Monday, August 28, through Friday, September 22.

    Is your LEA interested in participating in this important work? If so, please contact Jackie Adams at SCOE by phone at 916-228-2207 by Monday, July 17. Interested LEAs will be required to send Test Examiners to a one-day training in August. The training schedule is as follows:





    In-person IA FT training

    August 16

    8:00 a.m.–4:30 p.m.

    Sacramento—SCOE, New Conference Center

    In-person IA FT training

    August 17

    8:00 a.m.–4:30 p.m.

    Bay Area—East Side Union High School District, Independence High School

    In-person IA FT training

    August 18

    8:00 a.m.–4:30 p.m.

    Clovis—Veterans Memorial Building

    In-person IA FT training

    August 23

    8:00 a.m.–4:30 p.m.

    Costa Mesa—Orange County Department of Education

    In-person IA FT training

    August 24

    8:00 a.m.–4:30 p.m.

    San Diego—Marina Village Conference Center

    Feedback on the ELPAC Student Score Report

    The CDE and ETS are in the process of developing the ELPAC Student Score Report. In order to develop a student score report, one that effectively communicates a student's progress toward English language proficiency, educators and parents/guardians will be invited to provide their input on the format and content of the score report. Stay tuned for more information, coming soon—in the July issue of the ELPAC Update.

    Due August 1: Superintendent's Designation of LEA ELPAC Coordinator Form

    Reminder: The online Superintendent's Designation of an LEA ELPAC Coordinator Form for the coming school year is due by August 1. This form was e-mailed to superintendents on March 1. After ETS has received the designation form, a confirmation e-mail will be sent to the newly designated LEA ELPAC Coordinator. The confirmation e-mail will prompt the new coordinator to fill out and submit the Test Security Agreement for LEA ELPAC Coordinators and ELPAC Site Coordinators Form, which will grant the coordinator access to the Test Operations Management System (TOMS). TOMS is the online system that coordinators will use to manage all aspects of ELPAC testing, including the assignment of user roles.

    After August 1, important communications from ETS will be sent directly to LEA ELPAC Coordinators. Take care of this detail now, and then rest assured that the appropriate staff in your LEA will receive important ELPAC-related communications from ETS without delay!

    To subscribe to the ELPAC Listserv, please send a blank e-mail to .

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New DataQuest Enrollment Reports

Dear LEA Representative, 

This message is to notify you about several new enrollment reports for academic years 2014–15, 2015–16, and 2016–17 that are now publicly available on the California Department of Education (CDE) DataQuest Website. These reports are based on data previously submitted and certified in CALPADS by districts and charter schools; however, they have been updated with several visual and functional modifications. 

These reports include: 

  • Enrollment by Ethnicity and Grade 
  • Enrollment Multi-Year Summary by Ethnicity 
  • Enrollment by Ethnicity (with County Data) 
  • Enrollment Multi-Year Summary by Grade 
  • Enrollment by Grade (with County Data) 
  • Enrollment by Ethnicity for Charter and Non-Charter Schools 
  • Enrollment by Subgroup for Charter and Non-Charter Schools 
  • Enrollment for Charter and Non-Charter Schools with County Data 
  • Enrollment Multi-Year Summary for Charter and Non-Charter Schools 
  • K-12 Enrollment by Age Group and Grade 
  • K-12 Enrollment by Age Range with County Data 
  • Enrollment by English Language Acquisition Status (ELAS) and Grade 
  • Enrollment by English Language Acquisition Status (ELAS) (with County Data) 

You can access these reports by performing the following steps: 

  1. Navigate to the DataQuest home page at http://dq.cde.ca.gov/dataquest/
  2. Select the desired Level (State, County, District, or School) 
  3. Select Subject=Enrollment located under Student Demographics 
  4. Click "Submit" 
  5. Select Year 2014–15, 2015–16, and 2016–17 (Legacy enrollment reports are still available for prior years) 
  6. Click "Submit" 
  7. Select desired report from the menu 
  8. Click "Submit" 

Included in these updates is a new stylistic report template optimized for mobile display that works within the recently released CA Schools mobile application (http://www.cde.ca.gov/re/mo/caschools.asp). These reports have also been updated to include a "Report Description" section that provides important information about each report. Additionally, these reports have been equipped with enhanced filtering capability available within the expandable "Report Options and Filters" section at the top of each report. These new filtering options allow users to remove or isolate charter school data, simultaneously apply multiple filters, and change the data display (number or percent). 

Please note that enhanced filtering capabilities are not enabled for all reports. The CDE will be issuing a press release tomorrow about these new reports. Included in this press release will be information about a new DataQuest listserv. This listserv is being established to provide one-way communication to subscribers about DataQuest updates, including new data releases (e.g., reports and downloadable files), new report options and functionality, data release schedules, reporting documentation, and periodic data analysis summary, overview, and findings. We hope you find these updates useful. Please feel free to send any comments or suggestions by e-mail to .

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CALPADS End-of-Year for Beginners

Hot off the digital press!  CALPADS EOY for Beginners.  A ~30 minute video that explains the CALPADS End of Year process for newbies. 

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CALPADS Flash #127


To implement best practices and enhance overall CALPADS security, the process for authorizing CALPADS LEA Administrators has been modified. If the CALPADS Administrator application on file at the California Department of Education (CDE) is over one year old, a new application is now required upon an LEA Administrator account password reset request. This process will continue until the completion of the 2017–18 End-of-Year (EOY) data submission, and will not begin this August as stated in the April 2017 CALPADS Information Meeting. A new process will begin with the rollout of the changes to the CALPADS security model and upgraded user interface. More information on the new process will be provided in the future.

Key Points Regarding CALPADS User Accounts

In order to help expedite processing the password reset for a CALPADS LEA Administrator account, here are some key points to remember:

  • If you are the CALPADS LEA Administrator, log on to your LEA Administrator account regularly to ensure that it stays active, allowing you to easily manage all local LEA and/or school level accounts.
  • To request a CALPADS LEA Administrator Application, contact the CALPADS Service Desk by e-mail at or by phone at
    916-325-9210. Your request should include:
    • Your User ID.
    • Your LEA's full 14-digit County-District-School (CDS) code.
  • Do not include your password in any e-mail or service desk request.
  • When you submit the application, be sure that it is filled out accurately and completely, making sure that:
    • Signatures are visible.
    • The date on the application is less than one year old (do not send in old applications).
    • A security question and answer is included.
    • The CDS code is included.

In addition, remember the following:

  • Notify the CALPADS Service Desk when your CALPADS LEA Administrator is no longer in that role, so that we can revoke their account.
  • Request a new CALPADS LEA Administrator application from the CALPADS Service Desk when your e-mail address changes.
  • For multi-LEA accounts, complete a separate application for each LEA included in the account.

Remember: If you have an LEA or School account, contact your CALPADS LEA Administrator to reset your password. Please do not send these requests to the CALPADS Service Desk, because they will be returned, further delaying the reset of a password.


The 2016–17 End-of-Year (EOY) data submission window opened on May 15, 2017. Local educational agencies (LEAs) are expected to certify all EOY submissions that are displayed on the certification screen, even if the counts are zero (e.g., a K–8 elementary LEA that does not offer departmentalized courses should still certify EOY 1). The certification deadline is Monday, July 31, 2017, and the amendment window closes on Friday, August 11, 2017.

LEAs are strongly encouraged to start on the EOY submissions immediately and not wait until school is out to begin file uploads to CALPADS. All of the EOY submissions use a reporting period of July 1, 2016 to June 30, 2017. It is to an LEA's advantage to begin the upload process now, prior to school ending, because doing so can provide reports to help LEAs resolve data problems before staff leave for the summer. Once school ends, LEAs will need to re-upload the files, but the reconciliation process should be much faster because the majority of issues would have already been resolved.

The following suggested dates will help keep LEAs on track to certify on time. Be sure to adjust the dates if schools or offices close earlier for summer.

  • Now – Complete Student Information System (SIS) data population.
  • June 16 – Upload files and correct errors or discrepancies as needed.
  • June 30 – Review certification reports, correct errors, and fix discrepancies.
  • July 14 – Distribute reports for review and approval.
  • July 31 – Certify.
CHANGES TO EOY 1 – CAREER TECHNICAL EDUCATIONChange in Definition of Code 154 – Career Technical Education

To identify CTE courses as eligible for Carl Perkins or CTE Incentive Grant (CTEIG) funding, LEAs must populate Field 9.10 (CRS-Course Content Code) in the CALPADS Course Section Completion (CRSC) file with a code of 154 – Career Technical Education. Courses populated with a code of 154 must be:

  • Part of a course sequence that meets the CTE Pathway Standards.
  • Taught by an appropriately credentialed CTE teacher.
  • Used only for specific academic courses that have been identified as courses that would be logical parts of a CTE course sequence. For a list of the allowable courses, refer to the CALPADS Frequently Asked Questions (FAQ) Career Technical Education (EOY) Topics, which are posted on the CDE CALPADS FAQ Web page at: http://www.cde.ca.gov/ds/sp/cl/faq.asp.

Field 9.10 should be left BLANK for any CTE courses that do not meet the above criteria.

Field Number

Data Element Name

Coded Value/Name

Code Definition


CRS-Course Content Code

154 – Career Technical Education

The course content is related to an approved Career Technical Education (CTE) Pathway (as per the California Career Technical Education Model Curriculum Standards) and is taught by a teacher who is appropriately authorized through the California Commission on Teacher Credentialing to teach in a specific CTE industry sector.

Credentialing Requirements for Teaching CTE Courses

Teachers teaching CTE courses are required to either 1) hold a preliminary or clear Designated Subjects Career Technical Education Teaching Credential for a specific industry sector; or 2) hold a Single Subject Credential in a specific subject, which authorizes them to teach in specific industry sectors.

For more information on the specific requirements for the preliminary and clear Designated Subjects Credentials, please refer to the California Commission on Teacher Credentialing Credentials Leaflet 888 (CL-888) available on this California Commission on Teacher Credentialing Web page: http://www.ctc.ca.gov/credentials/leaflets/cl888.pdf.

See the table below for allowable Single Subject Credentials:

These credentials:

...Are allowed to teach courses in these industry sectors:

Agriculture Education AND Agriculture Specialist

  • Agriculture and Natural Resources

Business Education

  • Business and Finance
  • Information and Communications Technologies
  • Marketing, Sales, and Services

Home Economics

  • Education, Child Development, and Family Services
  • Fashion and Interior Design
  • Hospitality, Tourism, and Recreation

Industrial Arts

  • Building and Construction Trades
  • Energy, Environment, and Utilities
  • Engineering and Architecture
  • Manufacturing and Product Development
  • Transportation

Industrial Technology Education

  • Building and Construction Trades
  • Energy, Environment, and Utilities
  • Engineering and Architecture
  • Information and Communications Technologies
  • Manufacturing and Product Development
  • Transportation
CTE Report Changes
  • Non-concentrator student counts will now only be counted at the industry sector level in a separate report.
  • CTE reports will have a filter that allows LEAs to see courses considered "Perkins or CTEIG Fundable" (flagged with code 154) including Regional Occupational Centers and Programs (ROCP) courses and those that are not.
  • Concentrator and completer snapshot reports (3.14, 3.15) will now reflect student counts by pathway based on the pathway submitted in the Student Career Technical Education (SCTE) file and not based on the course they completed in the Course Section Completion (CRSC) file.
  • New snapshot reports (aggregate and student detail list) will be created equivalent to snapshot reports 3.14 and 3.15 for Non-Concentrator CTE Participants.
  • For EOY 2016–2017 Report C/A 3.14 will be disabled. This report will be re-activated for EOY 2017–2018 and modified to only include Concentrators/Completers and a new C/A report will be created to only include Non-Concentrators.
REMINDERS FOR EOY 2 – PROGRAM PARTICIPATIONEnsuring Correct Submission of Homeless Student Data in CALPADS

The accurate reporting of homeless students is important because it helps to generate funding for California to address the homeless issue. To ensure accurate reporting of homeless students, CALPADS LEA Administrators and district homeless liaisons should work together to ensure that data for all students who were homeless in the 2016–2017 academic year are reported. This means that a Student Program (SPRG) record must be submitted with dates that overlap the 2016–2017 academic year for each homeless student. After updating the information, LEAs should review certification report 5.4 - Homeless Students Enrolled - Unduplicated Count by School and supporting report 5.5 - Homeless Student List to ensure that the counts look accurate prior to certifying the data.

If you do not know who your LEA's homeless liaison is, a list of homeless education liaisons can be found on the CDE Homeless Education Web page at: http://www.cde.ca.gov/sp/hs/.

Updating Title I, Part A School-wide Status

LEAs are required to certify a school's Title I status in the Consolidated and Application Reporting System (CARS) as part of the Title I, Part A Notification of Authorization of Schoolwide Program data collection. A school's Title I status is certified as either Targeted Assisted Status (TAS) or Schoolwide Program (SWP). This information is loaded in CALPADS and is used to pre-populate information on Certification Report 5.1 – Program Participants – Count.

CALPADS has been updated with data from LEAs that have certified these data in CARS as of May 16, 2017. For LEAs that have not certified these data in CARS, CALPADS will reflect the school's status as TAS. In order to certify accurate data in EOY 2, LEAs receiving Title I, Part A funding should review their 2016–17 data in CARS as soon as possible, so that CALPADS reflects the correct Title I, Part A funding and TAS/SWP status for each school.CALPADS will be updated with CARS data on a weekly basis beginning Friday, May 19, 2017.

CHANGES TO EOY 3 – STUDENT DISCIPLINECollection of Attendance Data for Chronic Absenteeism Summary

The Every Student Succeeds Act (ESSA) requires states to report chronic absenteeism rates for schools (Section 1111(h)(1)(C)(viii) of the ESSA). To meet this requirement, LEAs will be required to submit attendance data to CALPADS through a new file type, Student Absence Summary (STAS), in order for the state to calculate chronic absenteeism rates on a student-level basis. The State Board of Education is also considering chronic absenteeism as one of the indicators for state and federal accountability.

The STAS data will be required for the first time as part of the 2016–17 End-of-Year (EOY) 3 - Student Discipline data submission. As part of EOY 3, LEAs will also be required to certify a cumulative enrollment count that is automatically calculated from the enrollment records posted in CALPADS.

Please note that the absenteeism data collected through CALPADS will not replace the average daily attendance (ADA) data submitted to the CDE for purposes of funding the Local Control Funding Formula (LCFF), or other programs funded based on ADA, although to the extent possible, the same definitions will be used so that LEAs may utilize the data that they already collect.

The CALPADS team is providing a special training course, STAS Data Population, to help LEAs prepare for the reporting of STAS data. The course reviews the data elements, validation rules, reports, and certification components. Visit the FCMAT/CSIS Training Web page at http://csis.fcmat.org/Pages/Trainings.aspx for the training schedule and to register if you have not already taken this course.

Clarification of Days Attended (13.16) FieldAs stated in the CALPADS File Specifications v8.6, Days Attended are the total number of days the student attended the school. Days Attended does not include days a student was absent due to an out-of-school suspension. Please note, Days Attended includes the days a student attended in-school suspension even though days in attendance in in-school suspension is reported separately in the Days in Attendance In-School Suspension (13.18) Field. Users have been receiving a STAS0318 (Invalid Total Absences and Days Attended) error for records where Days Attended does not already include Days in Attendance In-School Suspension. Days in Attendance In-School Suspension is not included in the total Absences as part of this validation.

Please ensure that your SIS is reporting the Days Attended (13.16) field correctly to CALPADS.


A letter dated May 5, 2017 was sent to Superintendents and Charter School Administrators highlighting the important areas of focus during the EOY data submission to CALPADS, as well as highlighting important changes for the 2017–18 reporting year. In particular, this letter highlights the use of the EOY data in the California School Dashboard (Dashboard) and the first-time collection of chronic absenteeism. This letter was also sent to CALPADS Administrators and is now posted on the CDE CALPADS Communications Webpage (under the Letters to Superintendents heading) at http://www.cde.ca.gov/ds/sp/cl/communications.asp.

The letter strongly urges Superintendents and Charter School Administrators to allocate sufficient staff resources to the timely and accurate submission and certification of these data now and in future years. The letter stresses that it is particularly important for LEAs to review these data for accuracy prior to certification, because once the EOY amendment window closes, LEAs will not receive another opportunity to decertify, correct, and recertify these data.


CALPADS/CBEDS/CDS Operations Office | | 916-324-6738 

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CA Accountability Coordinators Update for May 24, 2017

(Editor's Note - From an email distributed today to all CA Accountablity Coordinators)

Dear Accountability Coordinators: 

The purpose of this e-mail is to inform you of two important notifications announcing the opening of the 2016–17 End-of-Year (EOY) data submission to the California Longitudinal Pupil Achievement Data System (CALPADS). 

These notifications are attached and are also available online on the California Department of Education’s Web site at: 2016–17 Data Collections: 

Mid-Year Update (May 5, 2017 Letter to Superintendents and Charter Administrators): http://www.cde.ca.gov/ds/sp/cl/data1617midyearupdate.asp 

CALPADS Update FLASH #127:


We strongly urge accountability coordinators to review these notices since the EOY data submission includes data that will be used for state indicators reported in the Fall 2017 Dashboard. These notices also reference data submission for chronic absenteeism. 

Please note that no decisions have been made to the calculation formula or to the exact information that will be reported in the Fall 2017 Dashboard. Once these decisions have been made for chronic absenteeism, we will notify accountability coordinators. 

Because local educational agencies (LEAs) will not receive another opportunity to correct these data once the EOY amendment window closes on Friday, August 11, 2017, accountability coordinators may wish to work with their CALPADS LEA Administrator(s) and appropriate staff prior to the window closing. If you have any questions regarding these two notifications, please contact the CALPADS/CBEDS/CDS Operations Office by e-mail at .

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​(Editor's Note:  from an email sent to the CSIS listserv and forwarded to me to post - Chris)

To: Local Educational Agency Representatives

From: California Department of Education – CALPADS Team and Career Technical Education Administration and Management Office

Date: May 23, 2017


The CALPADS Team and Career Technical Education Administration and Management Office will be offering several workshops throughout the state beginning the second week in June. These workshops will focus primarily on course mapping for the 2017 – 18 academic year.


Title: Mapping Local CTE Courses to the New CALPADS State Course Codes: A Hands-On Workshop

Description: This three-hour workshop is a hands-on, interactive session where participants will be provided a template in advance of the workshop that allows them to pre-populate their local CTE courses for the 2017–18 academic year, then work directly with California Department of Education (CDE) staff to identify the appropriate pathway/sub-pathway and new State Course Code for the local CTE course.

Who Should Attend: This workshop is intended for district and school-level staff at the LEA that have a knowledge of local CTE course content and sequences as well as those individuals that are responsible for creating these courses in the master schedule.

How to Register: Please see each specific date below for registration information. Space in each session is limited.

Available Dates:

Tuesday, June 13, 2017 – 9:00 a.m. – 12:00 p.m.

Sacramento County Office of Education

Conference Center – Rooms X and Z

3661 Whitehead St, Mather, CA 95655

Register online at: https://goo.gl/forms/Z9rZ2gcysaFzhMMt1

Contact: Raelynn Sharp -

Wednesday, June 14. 2017 – 1:00 p.m. – 4:00 p.m.

Shasta County Office of Education

Professional Development Center

2985 Innsbruck Dr., Redding, CA 96003

Register online at: https://www.eventbrite.com/e/calpads-training-tickets-34579220379

Contact information: Kimberly Ann Greene:

Thursday, June 15, 2017 – 10:00 a.m. – 1:00 p.m.

Center for Advanced Research and Technology (CART) Clovis

2555 Clovis Ave, Clovis, CA 93612

Register online at http://fresno.k12oms.org/128-132500

Contact: Valerie Vuicich -

Thursday, June 22, 2017 – 10:00 a.m. – 2:00 p.m.

Sonoma County Office of Education

5340 Skylane Blvd, Santa Rosa, CA 95403

Register online at: http://www.scoe.org/pub/htdocs/class.html?class_id=6962

Contact: Robin Horwinski -

Friday, June 23, 2017 – 9:00 a.m. – 12:00 p.m.

Santa Clara County Office of Education

1290 Ridder Park Drive, San Jose, CA

Register online at: http://santaclara.k12oms.org/207-132577

Contact: Sujatha Ranganathan - , Sandra Fakaosi – , or Kevran Day –

Friday, June 23, 2017 – 1:00 p.m. – 4:00 p.m.

Alameda County Office of Education

313 W. Winton, Hayward, CA

Register online at: https://www.eventbrite.com/e/mapping-local-cte-courses-to-calpads-state-course-codes-hands-on-workshop-tickets-34694762970

Contact: Paula Carmosino –

Monday, June 26, 2017 – 10:00 a.m. – 1:00 p.m.

Escondido Union High School District,

Board Room,

302 N. Midway Drive

Escondido, CA 92027

Register online at: https://sbcss.k12oms.org/43-132083

Contact: Kit Alvarez -

Tuesday, June 27, 2017 – 1:00 p.m. – 4:00 p.m.

Orange County Department of Education

200 Kalmus Drive

Costa Mesa, CA 92626

Room D1001-2-3

Register online at: http://ocde.k12oms.org/1247-132207

Contact: Meghan Gharib -

Wednesday, June 28, 2017 – 10:00 a.m. – 1:00 p.m.

Omni Rancho Las Palmas Resort and Spa

41000 Bob Hope Dr, Rancho Mirage, CA 92270

Register online at: https://sbcss.k12oms.org/43-132073

Contact: Kit Alvarez -

Thursday, June 29, 2017 – 8:30 a.m. – 12:00 p.m.

Los Angeles County Office of Education, Conference Center

9300 Imperial Hwy, Downey, CA 90242

Register online at: https://asm.lacoe.edu/asm/registration.pl?run_mode=create&workshop=79

Contact: Rosa Valdez -

If you have specific questions on a training, contact the site coordinator (listed above). For general questions, please contact Carolyn Zachry in the Career Technical Education Administration and Management Office (), Michelle McIntosh in the Career Technical Education Leadership and Instructional Support Office (), or Brandi Jauregui in the CALPADS/CBEDS/CDS Operations Office ().

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(Editor's Note:  From an email from the CASEMIS listserv from earlier this week -Thanks Rose!)

Dear County and District Superintendents and Charter School Administrators:


In the spring of 2015, the California Department of Education (CDE) began a process to align data collection processes for students with disabilities in California. This process ensures student data are accurate for the purposes of both monitoring and accountability, as outlined in the Individuals with Disabilities Education Act (IDEA) and the Every Student Succeeds Act (ESSA). In 2015–16, the collection of discipline (suspension and expulsion) data for students with disabilities was transitioned from Table C of the California Special Education Management Information System (CASEMIS) into the California Longitudinal Pupil Achievement Data System (CALPADS) End-of-Year (EOY) 3 data submission (see the CALPADS Calendar at http://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp for more information about the EOY 3 submission).

The process for submitting data for the CALPADS EOY 3 submission requires certification by a superintendent-level staff person (or designee) for each local educational agency (LEA) or independently reporting charter (IRC) school. Under state law (California Education Code [EC] 56601) all data for students with disabilities are reported by the Special Education Local Plan Area (SELPA). To meet this requirement, the discipline data for students with disabilities, once submitted in CASEMIS, now submitted in CALPADS, must be reviewed and certified by the SELPA. Because the CALPADS reports do not currently aggregate data by SELPA, SELPAs must work with LEAs to validate data in CALPADS are accurate.

In order to ensure discipline data for students with disabilities undergo a comprehensive review by SELPA staff prior to certification, it is necessary for LEAs, IRCs, and their associated SELPAs to develop a local discipline data review process to review and certify the following reports in CALPADS for the EOY 3 data submission:

 7.1 - Discipline Incidents – Count by Most Severe Offense

 7.3 - Discipline Actions – Count

 7.4 - Discipline Actions – Count by Offense

 7.6 - Discipline Actions – Persistently Dangerous Offense Expulsions

 *7.7 - Discipline Removals for Students with Disabilities – Count

 *7.8 - Unilateral Removals for Students with Disabilities – Count

 *7.9 - Discipline Removals for Students with Disabilities – Student List

*These reports only contain discipline data for students with disabilities. All other reports contain discipline data for all students (including students with disabilities). May 15, 2017 Page 2

The Special Education and Educational Data Management Divisions strongly encourage Superintendents and Charter School Administrators to authorize their CALPADS LEA Administrators to provide access to these certification reports (and associated supporting reports) to the SELPA-level staff for review through one of the following methods (in order by best practices):

1. Provide SELPA-level staff with a CALPADS LEA-level account. When creating the account, the account should be assigned the following role through the User Security screen:

o Reports>Discipline

2. Provide electronic copies of certification reports through a secure file transfer protocol (SFTP). Email is not recommended unless the LEA has a data encryption process; or

3. Provide paper copies of certification reports (only to the individuals specifically authorized to review and certify them). This is the least preferred method.

Once access has been provided, LEAs and SELPAs should develop a data review process including roles and responsibilities for special education, CALPADS, and administrators, as well as, a timeline including critical deadlines.

LEAs can start reviewing these reports beginning May 15, 2017; with the initial deadline to certify reports in CALPADS July 31, 2017. There is a brief window to amend data before the final certification date of August 11, 2017. We recognize many of your staff will be on summer break so it is critical LEAs and SELPAs begin developing this process now.

For additional questions or comments, please contact Shiyloh Duncan-Becerril, Education Administrator I, Special Education Division, by email at or Karen Almquist, Education Administrator I, CALPADS/CBEDS/CDS Operations Office, by email at . 

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CALPADS System Documentation: Updates!

Coinciding with the May 9, 2017 CALPADS release, the following documents have been updated and are posted on the CDE CALPADS Web page at http://www.cde.ca.gov/calpads, under the System Documentation 

        • CALPADS File Specifications (v8.6) 
        • CALPADS User Manual (v8.5) 
        • CALPADS Error List (v8.9) 
        • CALPADS SSID and Enrollment Procedures (v8.6)
        • CALPADS Data Guide (v8.6) 

CALPADS File Specifications v8.6 

CALPADS Code Sets (v8.6) 

The CALPADS Code Sets document is provided in Microsoft Excel format and contains the current code values referenced in the CALPADS File Specifications (CFS) for the coded value data elements. The Code Sets document includes the Code Set Name, Coded Value, Name, and Description for each code value in the table. 

CALPADS File Specifications (v8.6) 

The CALPADS File Specifications (CFS) document includes an overview of the CALPADS file formats, an overview of the CALPADS data submission windows, a description of the document conventions, and a detailed outline of all CALPADS file formats. 

CALPADS File Specifications (Forms) (v8.6) 

The CALPADS File Specifications (CFS) Forms document contains the CFS file formats. This document is provided in Microsoft Excel format. CALPADS Extract Specifications (v8.6) The CALPADS Extract Specifications document is intended to assist local educational agency (LEA) staff in understanding the extract specifications of each of the California Longitudinal Pupil Achievement Data System (CALPADS) extracts. The following extract types are described in detail: ODS, SSID, Candidate List, Replacement SSID, Rejected Records, Direct Certification, Suspense Resolution, and Assessment Results. 

CALPADS Valid Code Combinations (v8.6) 

The CALPADS Valid Code Combinations document is in Microsoft Excel format and defines the valid combinations between two or more code sets. 

CALPADS User Manual (v8.5) 

The CALPADS User Manual (v8.5) is located on the CDE CALPADS Web page under the System Documentation link. This document includes detailed information regarding how to use CALPADS, how to submit data, and how the system works. This document is also available within CALPADS under the Help menu. 

CALPADS Error List (v8.9) 

The CALPADS Error List (v8.9) is located on the CDE CALPADS Web page under the System Documentation link. This document provides a comprehensive list of errors for the SSID Enrollment (SENR), Student Information (SINF), Student Program (SPRG), Student English Language Acquisition (SELA), Student Discipline (SDIS), Student Waivers (SWAV), Staff Demographics (SDEM), Staff Assignment (SASS), Course Section (CRSE/CRSC), Student Course Section (SCSE/SCSC), Student Career Technical Education (SCTE) files, Multiple Identifier (MID) Errors, in addition to certification errors (Fall 1, Fall 2, End-of-Year [EOY] 1, EOY 2, EOY 3, and EOY 4) and Miscellaneous errors. Included in each list is the Error #, Error Name, Error Description, Level of Severity, Fields Validated, and Suggested Resolution as part of each error. A Release History section is included within this document to assist in locating the revisions in the current and prior releases. 

CALPADS SSID and Enrollment Procedures (v8.6) 

The CALPADS SSID and Enrollment Procedures (v8.6) is located on the CDE CALPADS Web page under the System Documentation link. The purpose of this document is to provide LEAs with direction and guidance on data submission practices and business rules for submitting, updating, and maintaining high quality data in the CALPADS. The CALPADS SSID and Enrollment Procedures reflects CALPADS as currently operating and will be updated as necessary to reflect system changes. A Revision History section has been included to help identify revisions to future releases. 

CALPADS Data Guide (v8.6) 

The CALPADS Data Guide (v8.6) is located on the CDE CALPADS Web page under the System Documentation link. The purpose of this guide is to prepare local educational agency staff – staff who are responsible for data that are collected and maintained in local systems, such as student information, food service, special education, and human resources systems – for submission of required CALPADS data. The CALPADS Data Guide is structured to meet the needs of different LEA staff, and it is not expected that all staff will need to read the entire document. To support the intent of this guide to accommodate users with different needs, some redundancy of information exists within each chapter, allowing each chapter to stand alone. The CALPADS Data Guide reflects CALPADS as currently operating and will be updated as necessary to reflect system changes. 

These new/updated versions of the CALPADS System Documentation supersede previous versions of these documents.

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May 2017 Direct Certification Extract Delay

 To: Local Educational Agency Representatives

From: California Department of Education – CALPADS Team

Date: May 4, 2017

Subject:May 2017 Direct Certification Extract Delay


During the recent modification of the direct certification match process to include students who are eligible for reduced-price meals through the Medi-Cal Program, we encountered some additional technical issues with the results file. In an effort to ensure that these issues were resolved, the CALPADS Team and the Nutrition Services Division have once again decided to delay the monthly match process by one week. The match was originally scheduled to occur on Tuesday, May 2, 2017 with results made available to local educational agencies (LEAs) no later than May 5, 2017. However, the monthly match process for May is now scheduled to run on Tuesday, May 9, 2017, with results made available to LEAs no later than May 12, 2017. We are sorry for any inconvenience this may cause.


As a reminder, the May 2017 Direct Certification Extract will contain the following values:




SNAP – The student is directly certified for free meals because the student is receiving Supplemental Nutrition Assistance Program (SNAP) benefits (also known as CalFresh).


TANF – The student is directly certified for free meals through TANF, the Temporary Assistance for Needy Families program (CalWORKS).


Free MediCal – The student is directly certified for free meals because the student has met the income eligibility criteria through the MediCal program.


Reduced MediCal – The student is directly certified for reduced-price meals because the student has met the income eligibility criteria through the MediCal program.


Not Certified – The student is not directly certified for free or reduced meals.

Only 14 LEAs who are participating in the Federal Medicaid Direct Certification Demonstration Project will see all students in their LEAs who have been directly certified through the Medi-Cal Program for free or reduced-price meals (M and R values); however, some other LEAs may see these values as well if the student was directly certified at one of the 14 pilot LEAs and subsequently transferred to a non-pilot LEA. Beginning July 2017, the M and R values will be visible for all LEAs.


As LEAs are importing the direct certification results into their point-of-sale systems, it is important that the point-of-sale systems do not override a free status based on application or any other direct certification with the new reduced-price direct certification value (R). Please ensure that point-of-sale systems enforce the following business rules regarding the new reduced-price (R) value:

Existing Point-of-Sale Value

Incoming Direct Certification Extract Value

Point-of-Sale should be updated to:

Certification Status Date should be updated to:

S (SNAP), T (TANF), or M (Free MediCal)

R (Reduced MediCal)

No update necessary

No update necessary

Free by application

R (Reduced MediCal)

No update necessary

No update necessary

Other source categorically directly certified for free meals (migrant, foster, homeless, runaway)

R (Reduced MediCal)

No update necessary

No update necessary

Locally directly certified through county welfare agency or liaison for free meals through any other program

R (Reduced MediCal)

No update necessary

No update necessary

Locally directly certified through county welfare agency or liaison for free meals through any other program

M (Free MediCal)

No update necessary

No update necessary

R (Reduced MediCal)

R (Reduced MediCal

No update necessary

No update necessary

R (Reduced MediCal)

S (SNAP), T (TANF), or M (Free MediCal)

Add new record with S, T, or M

Update new record with the date the student was certified for free meals

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New Dashboard Features preview May 9th

The California Department of Education (CDE) is pleased to announce the availability of new features on the California School Dashboard (Dashboard) being field-tested this spring. These features include the reporting of local indicator data for local educational agencies (LEAs) that have submitted information through the self-reflection tools and the release of the Detailed Reports. 

To assist stakeholders, LEAs, and the public understand these new features, the CDE is hosting a Webinar on May 9, 2017, at 2 p.m. that will review these new features. The PowerPoint slides from the Webinar will be subsequently posted on the CDE California Accountability Model and School Dashboard Web page at http://www.cde.ca.gov/dashboard. 

The login information for the Webinar is included below. Please note that no pre-registration is required. California School Dashboard: Local Indicator Orientation May 9, 2017 2 p.m. 

Attendee Information: Event number: 663 816 317 

Event password: 136936 

Event registration/address for attendees: https://cdeevents.webex.com/cdeevents/onstage/g.phpMTID=e123d544de46193c09915fcb8ec66ea9b 

Sincerely, Local Agency Systems Support Office

California Department of Education 1430 N Street, Suite 5602 Sacramento, CA 95814-5901 

Phone: 916-323-LCFF (5233)



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Changes to CALPADS SENR file hit May 9th, 2017

From an email sent by CALPADS on May 2, 2017:

Dear LEA Representative, 

The Student Enrollment (SENR) file format will change on May 9, 2017. 

LEAs should complete all SENR transactions by close of business on May 8, 2017. The collection of two new data elements for high school graduates, Golden State Seal Merit Diploma and State Seal of Bi-literacy, will be added to the SENR file type on May 9, 2017. 

All SENR batch jobs in the queue that have not been fully posted will be changed to an "Excluded" status. The LEAs will not be able to take action on the "Excluded" transactions, nor will they be able to download SSID Extracts. LEAs will need to work with their student information system (SIS) vendor to make sure they have the ability to generate the new SENR extract that includes the two new fields in order to continue to obtain SSIDs and update enrollment records in CALPADS.

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