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CALPADS Update Flash #161

Special Education Data Collection in CALPADS 

Beginning September 10, 2019, CALPADS will accept data related to Students with Disabilities (SWD) that were previously submitted to the CDE through the California Special Education Management Information System (CASEMIS). 14 page PDF file.

File Name: calpadsupdflash161
File Size: 404 kb
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AB 2657 Restraint and Seclusion Implementation Presentation

File Name: AB-2657-Implementation
File Size: 299 kb
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California Department of Education presentation that reviews the newly enacted AB2657 and the requirements for data collection in CALPADS and suggestions for best practices.  18 page PowerPoint file.



Dear LEA Representatives,

CALPADS will have a notable change after the regularly scheduled maintenance on Tuesday, May 7th.

The SSID Enrollment (SENR) file will have 6 new data elements to capture the postsecondary/transition status indicator and five work-based learning indicators.

It is highly recommended that LEAs finish processing any existing SENR jobs before May 7.

SSID Enrollment jobs that are currently "In Review" or "Ready for Review" should be posted prior to the May 7th release. That said, jobs in these states can still be posted after the release.

Note however that the CALPADS Team prefers and strongly recommends that everyone start fresh with the new SENR file format on May 7.



End-of-Year 3 Updates and Reminders

CERT125 Will Be Disabled and CERT127 Will Become Fatal

In analyzing the 2017–18 End-of-Year (EOY) 3 certified data, the California Department of Education (CDE) found that a significant number of local educational agencies (LEAs) did not report suspension records in the Student Discipline (SDIS) file for students who were reported as attending in-house suspension or absent due to an out-of-school suspension in the Student Absence Summary (STAS) file. To further enforce the alignment of discipline incidents to absence summary data, the CDE will implement for the 2018–19 EOY 3 submission, the following changes to existing validations:

  • Disable certification validation rule (CVR) CERT125 (Missing In-School Suspension Data for a student who was reported as attending in-school suspension).
  • Merge the CERT125 validation into CERT127 (Student Discipline Data for a student who was reported as absent due to either out-of-school suspension or in-school suspension).
  • Adjust CERT127 to take into account in-school or out-of-school suspensions that result from an incident that occurred in the prior school year on or after April 1. This will address the legitimate scenario where a student committed an offense in the prior school year, but the suspension was enforced in the next school year.
  • Change CERT127 from a warning to a fatal error.

The CDE will be sending letters to the superintendents of LEAs with discrepancy rates of 10% or greater (the total number of students with suspension days in STAS divided by the number of those students without a discipline record in SDIS), to inform them of the potential under-reporting of suspensions in 2017–18, and that this under-reporting may also impact the LEA's and school's 2019 suspension rate indicator on the California School Dashboard, which is based in part on change from the prior year.

Carefully Review CERT071 Warnings

Many LEAs certified that schools in their district had no discipline records to report. This would have triggered CERT071 – No Discipline Data Submitted for a School. It is important that LEAs pay attention to this warning. If LEAs receive this warning, they should review certification report 7.3 – Discipline Actions – Count, and ensure that the schools reporting no discipline records (all columns have zeros), indeed have no discipline records to report. It should be noted that in 2018–19, it will be less likely for schools to have no discipline records to report, since LEAs are now required to report all incidents regardless if they resulted in a disciplinary action of suspension or expulsion. (See Flash #145 for more information.)

Appropriate Application of Disciplinary Actions

LEAs are reminded that current law prohibits students in certain grades from being suspended or expelled for certain statutory offenses. Specifically:

  • California Education Code (EC) Section 48900(k)(2) prohibits students enrolled in grades K–3 from being suspended solely for willful defiance (CALPADS code 511). Current law (EC 48910), however, does allow teachers to remove students in grades K–3 from class for willful defiance, which may result in an in-school or out-of-school suspension; therefore some suspensions of K–3 students for willful defiance are allowed.
  • EC Section 48900(k)(2) prohibits students in K–12 from being expelled solely for willful defiance.
  • EC Section 48900.2, (sexual harassment/CALPADS code 403), EC Section 48900.3 (hate violence/CALPADS code 505), and EC Section 48900.4, (harassment, threats, or intimidation/CALPADS code 506), prohibits students in grades K–3 from being suspended or expelled solely for these offenses.

LEAs should ensure that their local discipline policies reflect current law and that students are not inappropriately suspended or expelled. Once data are submitted to CALPADS, LEAs can review the individual students who were suspended/expelled for these offenses by viewing CALPADS Report 7.5 Discipline Offenses – Student List and filtering on Student Offense codes 403, 505, 506, and 511.

It should also be noted that while EC Section 48915(c)(4) (sexual assault/CALPADS Code 401, or sexual battery/CALPADS Code 400) does not restrict the suspension or expulsion of students to certain grades, it seems unlikely that young children would have committed such offenses. Since LEAs have reported students in grades K–3 as being suspended or expelled for these offenses, LEAs may also want to review their policies and procedures to ensure that students, especially young children, are suspended for appropriate offenses. If students are found to have committed such offenses, any discipline procedures should include a discussion with legal counsel as to whether such cases should be adjudicated through the juvenile justice system prior to expulsion.

Reporting Disciplinary Actions for Students at Nonpublic, Nonsectarian Schools (NPS)

As announced in Flash #145, LEAs are required to report suspension and expulsion data for students attending Nonpublic, Nonsectarian Schools (NPS) beginning with the 2018–19 End-of-Year 3 submission. The CDE will be providing technical assistance to the NPS schools, which will include providing them the Student Discipline (SDIS) file so that they will know what to send to each district whose students they serve.

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

Last Reviewed: Monday, March 11, 2019 



Data Collection in CALPADS for Adult-age Students

In California, public K–12 local educational agencies (LEAs) serve three types of adult-age students:

  1. Students with disabilities in postsecondary/transition programs enrolled in K–12 schools and programs.
  2. Adult-age students attending charter schools with exclusive partnerships with one of the following programs:
    1. Workforce Innovation and Opportunity Act (WIOA)
    2. JobCorps
    3. California Conservation Corps
    4. YouthBuild
  3. Adult-age students attending Adult Education Programs (AEPs) funded with Adult Education Program funding.

Recently, there has been confusion about which of these adult-age students should be reported to CALPADS. The purpose of this communication is to clarify some of these issues.

Postsecondary/Transition Students

These students with disabilities have individualized education programs (IEPs), are 17 to 21 (inclusive) years of age, and are enrolled in K–12 schools or programs and receive special education services specifically focused on the student's transition from secondary education to career and college.

LEAs receive K–12 apportionment funding for these students and therefore these
adult-age students should be reported in CALPADS as follows:

  • Enrollment Status of 10 – Primary
  • Grade level of 12
  • Postsecondary/Transition Status Indicator set to "Y" – Yes (available for population in CALPADS in May 2019).
  • Enrollment at the school where they receive the majority of their special education instruction and related services; or if they receive the majority of their instruction and services directly through a district-level program, the student should be enrolled in CALPADS at the district level.

Students meeting these criteria will be excluded from the graduation rate denominators for traditional and Dashboard Alternative School Status (DASS) schools after their initial graduation cohort year.

Adult-age Students Attending a Charter School in an Exclusive Partnership

K–12 charter schools in exclusive partnerships with one of the following programs can enroll students of any age:

  • Workforce Innovation and Opportunity Act (WIOA)
  • JobCorps
  • California Conservation Corps
  • YouthBuild

LEAs receive K–12 apportionment funding for these students and therefore these adult-age students should be reported in CALPADS as follows:

  • Enrollment Status of 10 – Primary
  • Grade level that is representative of their credits-based grade level (7–12)
  • Enrollment at the charter school

Adult-age Students Enrolled in an Adult Education Program

Adult Education Programs (AEPs) funded with Adult Education Program funding serve students 18 and older. These students are typically participating in one of these programs:

  • Adult Literacy/High School Diploma
  • English as a Second Language/Citizenship
  • Adults with Disabilities (no longer on individualized education programs [IEPs])
  • Career Technical Education/Apprenticeships
  • Parenting, Family, and Consumer Awareness
  • Older Adults

As described in CALPADS Flash #149, beginning in July of 2019, LEAs will be required to obtain statewide student identifiers (SSIDs) for adult students attending AEPs administered by K–12 LEAs if 1) they do not have an SSID already; and 2) if they have no social security number documented in the Comprehensive Adult Student Assessment System (CASAS). LEAs are only required to obtain SSIDs for these adult-age students, and no other data on these adult-age students need to be submitted or maintained in CALPADS. As described in CALPADS Flash #149, LEAs should obtain SSIDs for these adult-age students by:

  • Enrolling the student at the LEA's Adult Education Program (AEPs should have a county-district-school code)
  • Enrolling the student with an Enrollment Status of 20 – Secondary (see Note below)
  • Enrolling and exiting the student using the same date
  • Using Grade level of AD (Adult)

Note: Beginning in 2019–20, there will be a new enrollment status of 50 – Non-ADA Enrollment Status; once this enrollment status is available, LEAs should enroll these adult students using Enrollment Status 50.

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

Last Reviewed: Thursday, March 7, 2019 

CALPADS Flash #150 - February 15th, 2019


 Spring 2019 Training Offered:CALPADS Course Codes, Assignment Monitoring and LCAP Federal Addendum Equity Data Training

Beginning in March 2019, California Department of Education (CDE) and Commission on Teacher Credentialing (CTC) staff will be conducting training sessions at county offices of education (COEs) throughout California. The training sessions will cover:

  • The new State Assignment Accountability System (CalSAAS)
  • Changes in the California Longitudinal Pupil Achievement Data System (CALPADS)
  • Changes to the state course codes and descriptions

The CalSAAS will use data from the CTC and the CDE to identify potential misassignments and provide a communication platform for counties and school districts to address and resolve them. In addition, CDE staff will be providing information about the Promoting Equitable Access to Teachers (PEAT) Program and Title I equity reporting requirements on the Local Control and Accountability Plan (LCAP) Federal Addendum.

Please visit the CDE CALPADS Training web page at https://www.cde.ca.gov/ds/sp/cl/training.asp for dates and COEs where training sessions will be provided, as well as registration links (if available).

CALPADS Flash #149 - February 14, 2019

File Name: calpadsupdflash14_20190214-213924_1
File Size: 142 kb
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Date: February14,2019
To: Local Educational Agency (LEA) Representatives

From: California Department of Education (CDE) —
California Longitudinal Pupil Achievement Data System (CALPADS) Team

Guidance for Assigning Statewide Student Identifiers (SSIDs) for Adults Students in CALPADS

Beginning in 2019–20, public K–12 local educational agencies (LEAs) that administer Adult Education Programs (AEPs) are responsible for acquiring statewide student identifiers (SSIDs) for adult students who do not have an SSID, or who do not have a social security number (SSN) in the California Community College Adult Education Data System (California Education Code Sections 52523 and 78401).

Fulfilling this responsibility will require a collaborative effort between the AEP staff and CALPADS staff. It is a local decision as to whether this work is conducted by CALPADS staff or AEP staff. If the decision is for AEP staff to conduct this work, the LEA CALPADS administrator must grant the appropriate roles in CALPADS to AEP staff to search for and assign SSIDs, and is responsible for training, overseeing, and ensuring appropriate use of CALPADS by those staff.

One-time Process

Currently, LEA AEPs submit student-level data to the California Adult Student Assessment System (CASAS) TopsPro Enterprise (TE). To assist LEAs in identifying adult education students who currently do not have SSNs or SSIDs, in the next few months, CASAS will provide to each LEA AEP, an extract of adult education students who do not have SSNs, and who do not already have an SSID in TE. For each of these students, CASAS will provide a file with the following:

  • Student Legal First Name
  • Student Legal Last Name
  • Student Birth Date
  • Student Gender Code

Once the file is received, the LEA AEP should collaborate with the LEA's CALPADS Administrator to search for an existing SSID in CALPADS, and update their local adult education student information system with the SSID if one is found.

If an SSID is not found, the LEA should request an SSID by:

  • Enrolling the student using Enrollment Status Code of 20 (Secondary Enrollment) in the LEA's Adult Education Center/Program (AEC should have a county-district- school code).
  • Assigning the student in a grade level of AD (Adult).
  • Exiting the student in the same record, using the enrollment date as the exit date
    and student Exit Category Code 170 – SecEnrlExit.
  • Uploading the SSID to the LEA's adult education information system.
    LEAs should then return the extract received from CASAS back to them with the SSIDs.
  • NOTE: LEAs may begin searching for/requesting SSIDs for adult students at any time, and do not have to wait for the file from CASAS to begin the process.

Ongoing Process

LEAs will need to acquire SSIDs for adult students enrolled in their AEP on an ongoing basis. AEP staff will have to work with the LEA's CALPADS staff to search for or acquire SSIDs for new adult education students. As noted above, it is a local decision as to whether this work is conducted by CALPADS staff or AEP staff. If the decision is for AEP staff to conduct this work, the LEA CALPADS administrator must grant the appropriate roles in CALPADS to AEP staff to search for and assign SSIDs, and is responsible for training, overseeing, and ensuring appropriate use of CALPADS by those staff.

Beginning in 2019–20, a new enrollment status of 50 (Non-ADA Enrollment Status) will be available to use instead of enrollment status 20. 

CALPADS Flash # 143

CALPADS Status and Common Problems

As of Monday, October 8th, CALPADS has been up and running. The CALPADS team has mitigated the issue of users suddenly receiving an error message when working in the system; until the issue is fully resolved, we estimate that approximately 10% of users may experience an instance where CALPADS momentarily presents an error message.Should this occur, the user should log back into CALPADS. Our number one priority continues to be to fully address this problem, but note that this may take a few days.

All CALPADS LEA Administrators with a current application on file with the CDE have now been issued an account. If you submitted an LEA Administrator application and have not received an email from CALPADS with your new account, please send in a service ticket to .  

As we work through the transition to the new system, please note the following:

  • Reporting of issues: If you encounter difficulties as you work in CALPADS, please first consult the CALPADS Known Issues list to determine if the problem has already been reported and documented. You can find the Known Issues list via the CDE CALPADS web page at https://www.cde.ca.gov/calpads; select the link for Known Issues. In the table below, we have listed some of the most common problems currently on the Known Issues list, along with a target date for resolution.
  • Bookmark the home page of the new CALPADS system, not the login screen. If you are having difficulty logging in, verify that the URL says: https://www.calpads.org
  • CALPADS LEA Administrators may potentially see users who are not associated with their LEA in the User Management List. This is a result of the new security module allowing “one-to-many” LEA associations.
    • Please note that users on the list who are not associated with your organization are not authorized to view your reports or edit any of your data.
    • To limit the results in the list to users associated only with your LEA type in your email domain (e.g., @fcmat.org) into the Email/Username box, then click Search.

    Below is the list of common problems (known issues) for which you do not need to send in a service ticket:

    List of Commonly Encountered Defects


    Target Fix Date


    Unable to request SSID Extract and Rejected Records Extract by Job ID/Submitter.


    None at this time.

    Accountability reports not displaying or Access denied.


    None at this time.

    ODS Extract Downloads - Need to default to .txt file type extension to open in a text file.


    None at this time.

    OM Dates displayed incorrectly: Student Enrollment/Demographics/SELA: Initial US Enrollment Date differs in grid vs modal.


    None at this time.

    Server Application error accessing 0.0 - Candidate List Report.


    None at this time.

    Certification Status: Snapshot Create Date displays in UTC.


    None at this time.

    SENR SSID Enrollment ODS Extract - Unable to request file by Date Range.


    None at this time.

    Job is not posting - status stays "in Review."


    None at this time.

    SENR0005: IVR is triggering for NPS school.


    None at this time.

    Forward slash (/) in file name causes jobs to get stuck "In Queue."


    Save file without forward slashes in the name.

    CALPADS Student data export to TOMS/ELPAC is not working.


    None at this time.

    SELA0285: IVR False triggering (batch).


    None at this time.

    0.1 Student Submission Error Report: Job ID missing from SENR Submission Error Report.

    No ETA

    None at this time.

    Direct Cert: Certification Status Code filters do not work

    No ETA

    None at this time.

    Fall 1 Access denied message displays for Snapshot report 8.1c Student profile dropouts-State

    No ETA

    None at this time.

    Next Steps

    Below are some suggested steps once you log in:

    • Establish an LEA Admin account and assign roles. For a refresher, view this 5-minute video entitled Quick Demo: LEA Admin First Login, on the CSIS CALPADS Training Channel: https://youtu.be/Eza-yQmLc5I (5 minutes)
    • Prepare local extracts and upload files to CALPADS.
    • Review the CALPADS Known Issues list when encountering problems.
    • Firefox and Chrome are the recommended browsers; Internet Explorer (IE) may cause errors or unexpected behavior.

    CALPADS Deadline Dates

    We appreciate your patience as we work through this transition. We understand that the timing of the transition was not optimal, but were constrained by resources and the critical importance of giving LEAs until September 14, 2018 to update the data required for the 4-year Adjusted Cohort Graduation Rate needed for the California School Dashboard. In addition, this is a phased transition, with Fall 2 and End-of-Year (EOY) features (including historical reports) to be implemented by the end of the year. Given the transition, the CDE is discussing the most appropriate deadlines for the upcoming Fall 1 and Fall 2 submission.

CALPADS Information Meeting - October 3rd, 2018


CALPADS Flash #142 - Sept 20, 2018


Some LEAs Require an Updated CALPADS LEA Administrator Application

The CDE is updating all LEA CALPADS Administrator applications to ensure that current applications are on file. LEAs that do not have a current CALPADS LEA Administrator application on file were sent an email last week directing them to submit a request for an application to the CALPADS Service Desk. Once you receive the application, it is important that you return it as soon as possible because you will not be issued a new CALPADS account until an approved application is on file. We are working to respond immediately to application requests and to expeditiously process completed applications; however, there is currently a seven day backlog of these tickets. You do not need to resend the service ticket if the CDE has not yet responded.

If you did not receive an email requesting that you submit a new application, it is not necessary to submit a new application.

All CALPADS LEA Administrators Will Need New Accounts; Completion of Essential 2 or Fall 1 Advanced Training Is Required to Receive New Account

CALPADS has a new security model, and all CALPADS LEA Administrators are required to attend training prior to being given an account to the new system.

CALPADS LEA Administrators who are experienced users should attend Fall 1 Advanced, where the Fall 1 changes for the year and new security set up will be covered. Essential 2 can be substituted for the Fall 1 Advanced to learn about the new User Management functionality if you find those session times are better for your schedule.

CALPADS LEA Administrators who are new to CALPADS or feel they need a more in-depth training, should sign up for Essential 2, followed by Fall 1 Reporting and Certification.

When you attend a training session, it is important to include your first and last name when logging in to the event, so that we can track attendance for each individual.

CALPADS LEA Administrators who have attended training and have a current application on file will receive an account to the new environment on October 3rd. These users will receive an email with instructions on how to set up their password and a link to the new site; the confirmation link in the email will expire within 24 hours.

Once the LEA Admin account is established, you will need to create new accounts and add roles for any local users who may need access to the system.

Updated Timeline for CALPADS Down Time

As noted in Flash 141, CALPADS will be taken offline on September 21 at 5:00 p.m. The file upload function will be disabled at 3:00 p.m. to allow for all jobs to finish posting. The revised re-open date is October 3, 2018.

Registration for CALPADS Information Meeting (CIM) Now Open

The Fall CALPADS Information Meeting (CIM) is scheduled for Tuesday, October 2, 2018.

Registration for the October 2 CIM is now open on the FCMAT/CSIS Events web page at http://csis.fcmat.org/Pages/Events.aspx. The draft agenda is also available via this link.

The meeting will be streamed over the Internet, and details about accessing the meeting will be sent only to registered attendees. To register, go to the FCMAT/CSIS October 2, 2018 CALPADS Information Meeting (CIM) web page at http://csis.fcmat.org/Pages/Oct-2-2018-CALPADS-Information-Meeting-(CIM).aspx and click on the "Enroll" link on that page, and then follow the on-screen directions.

Please register no later than Monday, October 1 at 11:00 a.m. in order to receive logon information and meeting materials. If more than one person will be viewing the meeting together, please register only once, and enter the name(s) of the other attendees where indicated on the registration form.

There is no cost to attend this meeting. LEAs are strongly encouraged to attend to learn about system updates, upcoming changes for the Fall submission, and updates on accountability and other topics of interest.

NEW! LA County CALPADS Network!


Save the Dates!

Meeting 1
September 28, 2018
9:00-11:00 am Location: TBD

Meeting 2
December 3, 2018
9:00-11:00 am TBD

Meeting 3
February 13, 2019
9:00-11:00 am TBD 

This year LACOE will facilitate three CALPADS networking sessions timed strategically around important CALPADS certification dates. The goal of these sessions is to support CALPADS administrators and CALPADS data technicians (not an official CALPADS term) as this data source becomes increasingly important in the world of Accountability. CALPADS administrators/data technicians are the target audience for these meetings.

Network sessions will highlight data timelines, connections to the CA accountability (for context purposes only), best practices and procedures, and networking time. While LACOE will facilitate these sessions, most presentations will come from participating LEAs. These meetings are not intended to replace any Accountability meetings that director level administrators attend as the CALPADS meeting focus will be on the nuts, bolts and best practices for working successfully and efficiently with CALPADS.

In an effort to make these meetings accessible for our vast county, locations will vary.

If you are interested in signing up your CALPADS administrator/CALPADS data technician to participate in these networking sessions, please respond in this link (even if you have previously expressed interest on behalf of your staff):  https://goo.gl/forms/vdSW8e3oEHuKiUUl2 (NOTE: this is NOT a registration link. This is a distribution list link for important CALPADS related communique.)

Registration for the meetings will come approximately two weeks prior to the meeting date.

File Name: Los-Angeles-County---CALPADS-Network-Flye_20180910-194147_1
File Size: 481 kb
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DataQuest Update August 14, 2018


Dear DataQuest Users:

This message is to notify you that there have been several data reports released recently to both DataQuest and the California Department of Education (CDE) Downloadable Files web page.

The DataQuest Reports are available here: https://dq.cde.ca.gov/dataquest/. The downloadable files are available here: https://www.cde.ca.gov/ds/sd/sd/.

New DataQuest Reports and Downloadable Files

1. The CDE has developed the following new DataQuest Four-Year Adjusted Cohort Graduation Rate (ACGR) and Outcome reports that incorporate the new business rule changes:

  • Four-Year Adjusted Cohort Graduation Rate
  • Four-Year Adjusted Cohort Graduation Rate (with County/District/School data)
  • Four-Year Adjusted Cohort Outcome
  • Four-Year Adjusted Cohort Outcome (with County/District/School data)

The four-year adjusted cohort graduation rate reports provide information about graduates, including how many met UC/CSU requirements, earned a Seal of Biliteracy, or earned a Golden State Seal Merit Diploma. The four-year adjusted cohort outcome reports provide information about all students in the cohort and all their four-year cohort outcomes. Each report is viewable by race/ethnicity, program subgroup, or with county, district, or school data. When the 2017–18 ACGR data are released, there will also be an option to view the data by academic years.

Each report includes a report description, glossary, enhanced report options and filtering capabilities, and dynamic data suppression. Users will be able to apply filters to see data for all schools, charter schools, or non-charter schools. (Note: Charter school data are excluded from district-level reports by default; however, users can still include charter school data in district-level reports by adjusting the "School Type" filter on the reports.) Users will also be able to apply filters that include or exclude alternative school data or display data by one or more student subgroups.

To access the 2017 Four-Year ACGR and Outcome reports on DataQuest, please following these steps:

  • Navigate to the DataQuest home page at https://dq.cde.ca.gov/dataquest/
  • Select the desired Level (State, County, District, or School)
  • Select "Four-Year Adjusted Cohort Graduation Rate & Outcome Data" located within Subject menu under Student Demographics
  • Click "Submit"
  • Select 2016–17
  • Click "Submit"
  • Select desired report from the menu
  • Click "Submit"

The CDE has also released a downloadable data file for the 2017 ACGR and Outcome data that supports many aspects of the new reports. The downloadable data file can be found at https://www.cde.ca.gov/ds/sd/sd/filesacgr.asp.

2. The CDE has also released the Staffing data for 2017–18.

  • Downloadable data files for staff demographics (e.g., gender, race/ethnicity, education level, and years of service for teachers, administrators, and pupil services staff).


  • Downloadable data files for course information (e.g., course enrollment, grade level, UC/CSU indicator, and NCLB core and compliant status) as well as assignment information (e.g., type of staff and time base).


3. The CDE has also released the standardized test results from the SAT, ACT, and AP tests which measure high school students' achievement.

  • Downloadable data files of SAT, ACT and AP tests are found here:


If you have any questions regarding DataQuest or the reports and files included in this data release, please contact the Data Reporting Office by phone at 916-327-0219 or by e-mail at .

Data Submission Reminders for the 2018 California School Dashboard


 Below is the PDF file that was distributed today to Dashboard Coordinators.

CALPADS Deadlines 18-19


The CALPADS deadlines for the 2018-19 school year are listed below:

CALPADS Calendar for 2018–19

CALPADS Snapshot Collection Windows and Certification Deadlines

CALPADS Submission

Census Day

Primary Data Submitted

Official Submission Window

Certification Deadline

Amendment Window

Fall 1

October 3, 2018

  • 2018–19 Enrollment Counts
  • 2017–18 Grads and Drops
  • English Language Acquisition Status
  • Immigrant Counts
  • Free/Reduced Price Meal Eligibility

October 3, 2018 to November 21, 2018

November 21, 2018

November 22, 2018 to December 7, 2018

Fall 2

October 3, 2018

  • Student Course Enrollments
  • Staff Assignments and FTE
  • English Learner Education Services

November 27, 2018 to February 1, 2019

February 1, 2019 

(Final Deadline)

No Amendment Window

EOY* 1


  • Course completion for grades 7–12
  • CTE participants, concentrators, completers

May 13, 2019 to August 17, 2019

August 17, 2019

(Final Deadline)

No Amendment Window



  • Program Eligibility/Participation
  • Homeless Students

May 13, 2019 to August 17, 2019

August 17, 2019

(Final Deadline)

No Amendment Window



  • Student Discipline
  • Student Absence Summary

May 13, 2019 to August 17, 2019

August 17, 2019

(Final Deadline)

No Amendment Window

CALPADS releases Data Guide version 10.0


 Here are the significant changes from the release today of the new CALPADS Data Guide:



Summary of Changes

Student Enrollment


Removed Ungraded Elementary and Ungraded Secondary verbiage from Field # 1.24 (Grade Level).

Student Enrollment


Added new comment for District of Choice to Field 1.30 (Student School Transfer Code).

Student Information (Demographics)


Added “K-12” to Data Element Public Name for Field Number 2.36.

Student Program-Eligbility and Participation


Removed Pregnant and Parenting and 504 Accommodation Plan under participating and added to eligibility.

English Learners


Corrected Field Number and Data Element Public for Student Initial US School Enrollment Date K-12.

Eligible Immigrants


Corrected Field Number and Data Element Public for Student Initial US School Enrollment Date K-12.

Dropouts (One-Year)


Added note that Grade Level = Ungraded Secondary (US) was retired on June 30, 2018.

Graduates and Completers


Added note that Grade Level Code Ungraded Secondary (US) is retired as of 6/30/18 but available for transactional purposes prior to AY 2018-2019.

Educational Options Schools and Programs


Removed Pregnant and Parenting.

Exit Codes

Appendix C

For valid grade levels, added note that Grade Level Codes Ungraded Elementary (UE) and Ungraded Secondary (US) are retired as of 6/30/18 but available for transactional purposes prior to AY 2018-2019.

Exit Codes

Appendix C

T270 – added note that code was retired at the end of 2017-18.

Exit Codes

Appendix C

T310 – added note that code was retired at the end of 2017-18 and exit code E410 to signify that student withdrew, etc.

Exit Codes

Appendix C

T460 – added note that code was retired at the end of 2017-18 and additional information on transferring to private or public school.

File Name: dataguidev10-20180701
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CALPADS Reports (New!)


​We are nearly finished with the build-out of the CALPADS reports section of the website.  We've listed the 84 active reports (both certification and support).  For each we list the name of the report, a screenshot, description, and list of the data elements (the actual headers of the report).  Eventually we will add some additional info for each. Registered members can also post comments/questions/tips for each.

CALPADS Program Eligibility vs. Participation Cheat Sheet

Below is a PDF of pages 55 through 69 of the CALPADS Data Guide Version 9.3 that explains various program eligibilty and participation guidelines. 

CALPADS Flash Update #139


Known CALPADS system errors


There are more than 130 known errors in the CALPADS system currently.  If you are having difficulties with some errors or totals not working out as expected, try consulting the attached excel file.  It may contain information about your particular situation that may be impacting your district's data. 

File Name: CALPAD_knownissues_july5-2018
File Size: 31 kb
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CALPADS Update Flash #138


Published June 25, 2018.  The entire PDF file is below: