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Ed-Fi webinar February 7th, 2019 11:00 am

The Ed-Fi association is conducting a free webinar on February 7th (11:00 am PST) to discuss the Ed-Fi standard.  It's only 30 minutes long, and should provide a good overview of this emerging data standard for K-12 schools and vendors..  Follow this link to REGISTER

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New Course Offering - Leading with Evidence in Schools

Great new course being offered online from Columbia Teachers College:  
Leading with Evidence in Schools: Data and Research Literacy

March 4, 2019 - March 31, 2019

Upcoming course offerings:
Spring Session - March 4 - 31, 2019
Summer Session - July 1 - 28, 2019

Where: Online asynchronous course

Registration Fee: $595

Group/Team Discount (5 or more):
25% off the registration fee, please contact to register

Units Awarded:

Participants receive 2 CEUs OR 20 clock hours OR 20 CTLEs (applicable only to NYS residents). 

Schools today are awash in data, from grades, to test scores, to discipline reports and attendance to name just a few. Additionally, educators around the world are continually urged to use evidence and best practices around "what works" to inform their decisions in schools. But how are teachers and school leaders to know which forms of data and assessments are most useful to their practice in their schools with their students? How do you find evidence on interventions that not only work, but will work for your teachers and for your students? And how can teachers and school leaders best make sense of the data in schools to bring educators together around the data and assessments that matter most to your school to help build capacity, trust, and collaboration around using evidence together in schools for instructional improvement?

Come join us in this four-week interactive online course to learn how to turn data into evidence-based decisions in schools.

  • 4-week duration
  • 20 hours total time commitment
  • Opportunities to engage with like-minded teachers and leaders on structured discussion boards
  • Weekly Quizzes to check for understanding
  • An optional integrated project

Taking this class will help you:

  • Pinpoint data to measure progress
  • Choose appropriate and reliable assessments to gauge achievement
  • Identify research-based best practices that will work for your students
  • Build you team's capacity, collaboration and trust to use evidence and research to shape improvement strategies

The course is taught by Teachers College, Columbia University Professor Alex J. Bowers, who is a leading expert in data and evidence use in schools, data driven decision making, and education leadership data analytics.

During this course you will network with other like-minded educators who are interested in building their skills in data, assessment and research literacy, through learning together using videos, readings, quizzes, and a writing assignment in which you find, critique and apply an intervention to your school.

Who Should Participate?

This course is designed for current or aspiring teachers, school leaders, and district or state leaders globally who are looking to enhance and hone their skills and capacity around data and evidence use for improving instruction in their schools.

Teams of teachers or schools looking to learn together for their professional development around building their skills for evidence use in their schools are also encouraged to enroll (school teams can be matched within the course upon request).

Additionally, for teachers and school leaders looking for a bridge between their undergraduate or graduate education and additional advanced degrees, this course can provide a bridge for students looking to deepen their practice in evidence use as they prepare to apply to a graduate school program, with a special emphasis on work in the United States.

There are no prerequisites for taking this course. 

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IlluminateEd User Conference - San Diego Jan 30-Feb 1

San Diego Conference Center - Jan 30-Feb 1st

​Attending the Illuminate Education User Conference in San Diego at the end of this month?  Stop by the CASDAAP booth to learn more about the California Association of School Data, Assessment, and Accountability Professionals.  Mention that you saw this announcement and claim your free prize (while dwindling supplies last!)  Or just stop by and talk to Chris or Kate from CASDAAP.

More info about the Illuminate conference:

More info about CASDAAP:

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Massive Data Breach hits San Diego USD

Fox 5 news in San Diego reported today a massive data breach involving the San Diego Unified School District.  

Full Story here:  https://fox5sandiego.com/2018/12/21/san-diego-unified-victim-of-massive-data-breach/   

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CALPADS Flash #147

CALPADS Fall 2 Functionality Rollout and Deadline

Following the Tuesday, December 11, 2018 release, Local Educational Agencies (LEAs) will be able to:

  • Upload Fall 2 files which include:
    • Staff Demographic (SDEM)
    • Staff Assignment (SASS)
    • Course Section Enrollment (CRSE)
    • Student Course Section Enrollment (SCSE)
  • View and correct Fall 2 Input Validation Rule (IVR) errors
  • Request/retrieve Fall 2 Operational Data Store (ODS) extracts (SDEM, SASS, CRSE, SCSE)

The CDE anticipates the online maintenance functionality for staff and course data and reports (ODS and Certification) will be available in early January. Fall 2 training will be available the second week in January 2019. Fall 2 snapshot revisions will begin running on January 8, 2019.

The Fall 2 final certification deadline is Friday, March 22. LEAs are reminded that there is only one Fall 2 deadline; there will not be a certification deadline that is followed by an amendment window deadline.

Reminder to Not Decertify Immediately Following Fall 1 Deadline

It is critical for school districts and counties to communicate during the Fall 1 Amendment Window (December 10 – January 18). Upon certification, County Offices of Education (COEs) can view certified LEA reports within CALPADS, which they are required by law to review. COEs, however, lose visibility into the certified LEA CALPADS reports if the LEA decertifies. Therefore, to facilitate COE review, LEAs should not immediately decertify after the December 7, 2018 deadline. LEAs may continue to update their data and review “revised uncertified” reports while they remain certified. CALPADS has the ability to show both Certified snapshot reports and Revised Uncertified snapshot reports. During this time LEAs may receive feedback from their COE stemming from the county’s review of the certified CALPADS reports and First Interim budget reports. Once the LEA is satisfied with the new revision, LEAs may then decertify and recertify the reports.

In early January, LEAs that certified by December 7, 2018, will receive a preview of their Unduplicated Pupil Count (UPC) based on the data certified on Report 1.17 – FRPM, EL, Foster Count. These data will be used to calculate the First Principal Apportionment (P1). LEAs that did not certify by December 7, 2018 will not receive a preview of their UPC and last year’s data will be used to calculate P1. LEAs are reminded that any data certified or recertified by the close of the Amendment Window will be used to calculate the Second Principal Apportionment, and after the close of the Amendment Window, there will be no further opportunity to amend these data except through the Local Control Funding Formula audit process.

Please note: Report C/A 1.1 has a defect in which the LEA enrollment counts are wrong. Please use report C/A 1.17 to see LEA enrollment counts.

California Wildfires and Homeless and Program

It is the responsibility of our schools and school districts to enroll homeless students immediately, even when they do not have the necessary paperwork required for registration, such as school records, medical records, proof of residency, or other documents. The term “enroll” is defined as attending classes and participating fully in school activities. California’s homeless liaisons need to assist such families with enrolling students and promoting academic achievement. Students who have been displaced by fires or any other natural disaster will generally meet the federal definition of homeless, although this depends on their individual situations. For example, a family that is only displaced for a day or two and is able to return to their home after a couple of days is not considered homeless; however, it is up to the homeless liaison to make the final determination.

With the recent fires last month, CALPADS administrators should coordinate with their local homeless liaisons to identify and accurately reflect the current situation for any student who may have become homeless. For any student who has become homeless, local educational agencies (LEAs) should submit a Student Program (SPRG) record reflecting an Education Program Code of 191 – Homeless Program, using the date the student became homeless as the program start date. Once the homeless status has been established, these students are categorically eligible for free meals under the National School Lunch Program (NSLP).

It is important for LEAs to update homeless data for students who became homeless due to the recent wildfires that occurred in November. Absent executive or legislative action, while doing so will not impact LEAs’ Unduplicated Pupil Count, it will impact LEAs’ cumulative homeless count at the end of the school year, which is used for federal reporting and funding determinations. The data also provides the state an understanding of how students and families were displaced as a result of the fires.

Homeless Definition

School offers structure, stability, and support to children and youths displaced by disasters. Typically these children, youths, and their families are forced to live in a variety of unstable, temporary arrangements, including facilities set up by relief and community agencies. The McKinney-Vento Act defines homeless children and youths as individuals who lack a fixed, regular, and adequate nighttime residence and includes:

  • Children and youths who are sharing the housing of other persons due to loss of housing, economic hardship, or a similar reason.
  • Children and youths who may be living in motels, hotels, trailer parks, or shelters.
  • Children and youths who have a primary nighttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for human beings.
  • Children and youths who are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations, or similar settings.
  • Migratory children who qualify as homeless because they are children who are living in similar circumstances as listed above.

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We have 600 members! WOW!

When we started this site back just three years ago, I really had no idea how big it would get - and how quickly.  When you start a blog, or rather, a community, you really don't know what it's going to be like until its there.  

Congrats to Terri Wheeler from Inglewood USD, who became our six hundredth member last week!  Since the beginning our goal has been simple - create a free and useful site for those of us struggling with the California systems/compliance stuff.  

In just the last 3 years, we've created a community site with a question/answer forum, a list of the 400 most used "enterprise" systems in California K-12 schools, a list of the districts that USE those systems, a complete CALPADS solutions area, and a file download area.  

We've even lauched our own professional association (CASDAAP.org) to take the conversation even further.

Here's my New Year's wish:  Let's double our membership to 1,200 by the end of 2019.  All it will take is each member reaching out to just ONE colleague they know who isn't yet on the site.  Invite them, and let's watch this site grow into the best darn resource for California K-12 compliance managers!


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Deadline to extract CELDT data December 2018

Dear Local Educational Agency (LEA) Coordinator:

This is a reminder that the California English Language Development Test (CELDT) contract will officially end on December 31, 2018. The CELDT website and secure District Portal (www.celdt.org) will close as of that date and all data and CELDT Program information will no longer be available.

LEA Coordinators should access the CELDT website and District Portal before December 31 to obtain information and data files and/or order electronic data files and/or copies of paper reports prior to December 31.

Refer to the Download and Order CELDT Reports Before the End of the Year email posted on the Communications Log for more information.

For inquiries about this process, please contact the CELDT Customer Support Center by phone at 866-850-1039 or by email at .


CELDT Project Team

Educational Data Systems

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Halloween fun! Learn to code

 If you've never checked out codepen.io, I highly recommend it. It's a fun way to learn how to code, especially if you are focused on learning the basics of html / css / javascript.  Here's a fun little page that let's you change Mike's outfit.

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SchoolCity Assessment achieves IMS Certification

By becoming IMS Global certified, Illuminate continues to demonstrate a sincere commitment to interoperability standards," said Jason Naile, director of instructional technology and media at Forsyth County Schools in Georgia.

To fulfill its promise to provide collaborative solutions to educators, Illuminate Education, the leading K-12 Education Intelligence Platform (EIP), announces that its suite of SchoolCity personalized learning solutions is IMS Global Standards certified. Through this certification, Illuminate Education is meeting its pledge to open standards in light of the critical needs of schools and districts to standardize the usability of digital teaching and learning tools across the curriculum.

"By becoming IMS Global certified, Illuminate continues to demonstrate a sincere commitment to interoperability standards," said Jason Naile, director of instructional technology and media at Forsyth County Schools in Georgia. "Working with partners who commit to IMS Global specifications lessens the burden on school districts and educators, reduces costs and implementation times, minimizes risk when procuring new products, and thus provides great value at the classroom level."

SchoolCity's OpenSalt v1, Popcorn v0.1, and Suites v4.1, 5.0 and 6+ have all earned IMS certification status. These products assist educators with content creation, assessment, student achievement and more.

Illuminate Education's SchoolCity products have earned IMS conformance certification to the latest versions of the following IMS Global standards:

Competencies and Academic Standards Exchange® (CASE) A framework for digitally transmitting learning standards, competencies, rubrics and the relationships among sets of learning standards.

OneRoster® Allows for the secure use of roster info by teaching and learning systems.

Question and Test Interoperability® (QTI) Enables the exchange of item and test content and results data between authoring tools, item banks, test construction tools, learning platforms, assessment delivery systems and scoring/analytics engines.

Learning Tools Interoperability® (LTI) Establishes a standard and secure way of integrating rich learning applications with platforms like learning management systems, portals or other educational environments.

"Illuminate's support for IMS standards is helping to build the most advanced ecosystem of innovative plug-and-play, data-rich educational technology products available and based on open standards," said Mark Leuba, vice president of product management, IMS Global Learning Consortium.

Illuminate Education acquired SchoolCity in July 2018, and has since incorporated the company into its roster of learning solutions. This certification contributes to the mission of providing educators everywhere with an efficient, streamlined teaching and learning experience.

"The IMS Global Learning Consortium is critical to the interoperability needs of all educational institutions, and Illuminate supports their mission to the fullest," said Christine Willig, CEO of Illuminate Education. "Achieving this certification demonstrates the commitment that we have to providing best-in-class products to educators everywhere and our role within the larger education ecosystem."

To learn more about the IMS certified SchoolCity products, visit https://www.imsglobal.org/content/schoolcity. For information on Illuminate Education, visit http://www.illuminateed.com.

About Illuminate Education
Illuminate Education is the leading provider of integrated K-12 technology systems dedicated to promoting student success. Our innovative tools bridge the gap between instruction, assessment, and data analytics, transforming the potential of teaching and learning. With easy-to-use and customizable features, teachers can track student progress in real time, while schools and districts can gain valuable insights through intuitive reports. Illuminate supports nearly 12 million students and 2000 districts nationwide.

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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.

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Using ELPAC data in CALPADS

 August 2018 "Data for the English Language Proficiency Assessments for California (ELPAC) in CALPADS presentation.

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Aeries Software adopts Ed-Fi Standard

Aeries Software, the leading provider of student data management systems in California with over 530 public school districts utilizing the Aeries® Student Information System (SIS), today announced at its annual fall User's Conference that it has committed to delivering interoperability to its customers by adopting the Ed-Fi Data Standard, which is a way for multiple sources of data to seamlessly and securely connect. Aeries Software is currently pursuing Ed-Fi Certification, which will ensure the technology platforms are mapped correctly and will work as intended. Aeries Software will be offering this additional functionality to its school districts at no cost.

"By adopting the Ed-Fi Data Standard into our SIS, we are signaling our commitment to open standards, security and our customers, including the important populations they serve. Through this offering and our partnership with the Ed-Fi Alliance, we can help California districts maximize school resources when connecting data structures, ultimately providing secure analysis with clarity," said Brent Lloyd, Vice President of Aeries Software. "We are very proud to offer this robust integration platform to all Aeries Software customers."

Currently, school districts must write custom integrations each time they want to utilize a new software or technology tool. Even when they can successfully integrate a new software platform into their IT architecture, the data generated is siloed in its own system. This can waste valuable time for teachers and administrators that must log into multiple systems, making a complete picture of student progress near impossible.

There is a better, more efficient way to support educators and students. By standardizing on the Ed-Fi platform, technology providers, like Aeries Software and the school districts they serve, will have the benefits of dynamic data integration and ultimately the ability to surface real-time or near-real-time information to educators, administrators, parents and students in order to deliver the correct educational supports when it's needed most.

Further, by adopting Ed-Fi's Technology Suite, Aeries Software can strengthen California schools' ability to select "best-of-breed" tools, enhancing Aeries SIS student data with the district's choice of assessment and achievement data.

Aeries Software will be offering California schools a dynamic data integration with their Aeries Student Information System (SIS) and a wide variety of teaching and learning systems. Schools adopting the Ed-Fi Data Standard will provide educators greater access to many software resources with seamless data exchange with the Aeries SIS. Learning Management Systems (LMS), Assessment Testing, and Individualized Education Programs (IEP) will integrate with ease to the Aeries SIS using the Ed-Fi Data Standard.

To learn more about the Ed-Fi Alliance, interoperability, the Ed-Fi Technology Suite and its benefits to local education agencies please visit http://www.ed-fi.org

For the original version on PRWeb visit: https://www.prweb.com/releases/largest_california_student_information_system_provider_aeries_software_commits_to_bringing_real_time_data_into_classrooms_to_better_support_educators_and_students/prweb15821024.htm

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The 4th annual systems survey is live!

​This is our fourth survey.  Bigger and better than ever!  Now includes over 40 categories and nearly 400 named systems.  Takes only a few minutes and helps us build a picture of the systems that are being used in California school districts and charter schools.   Thanks for your support!

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ELPAC Networking Meeting - LACOE 12/12/18

Please see the attached flyer for information about the ELPAC Networking Meeting being held on December 12, 2018.

Location: Los Angeles County Office of Education

9300 Imperial Highway, Education Center Room 107

Downey, CA 90242

Time: 9am – 11:30 am

Registration link: https://asm.lacoe.edu/asm/registrant_create.pl?workshop=172i250

Thank you. 

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CALPADS Information Meeting - October 3rd, 2018

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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.

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CALPADS Flash #141 - September 11, 2018

File Name: calpadsupdflash141
File Size: 238 kb
Download File

Updated Timeline for CALPADS Down Time

Upcoming CALPADS Operational Data Store Pull for Graduation Rate Indicator

    - Four-year Adjusted Cohort Graduation Rate (ACGR) Data

    - One-Year Graduation Rate Data for Selected Alternative Schools

    -  Dashboard Graduation Rate Indicator

Differences Between the ACGR and the One-Year Graduate Counts

CALPADS End-of-Year (EOY) Deadline and Data Uses

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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
Download File
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E-rate Update Issue 18-08, Sept 6, 2018

Issue 18-08

September 6, 2018

E-rate News Flash


·         Announcements

·         Pending Dates and Deadlines

·         Upcoming Training Events

·         E-rate Process: Activities to Work on Now


FCC Issues Public Notice on Draft Eligible Services List for FY 2019

On July 30, 2018, the Federal Communications Commission (FCC) released a Public Notice (DA 18-789) establishing the comment period for the Funding Year (FY) 2019 Eligible Services List (ESL). Comments on the draft ESL, which is attached to the Public Notice, are due to the FCC on or before August 29, 2018. Reply comments are due to the FCC on or before September 13, 2018. For information on filing comments with the FCC, please refer to the Public Notice at https://docs.fcc.gov/public/attachments/DA-18-789A1.pdf.

Pending Dates and Deadlines

E-rate deadlines may be viewed or calculated on the Universal Service Administrative Company (USAC) website at https://www.usac.org/sl/tools/deadlines/default.aspx.

Filing FCC Form 500 Service Delivery and Contract Extension

The deadline for delivery and installation of non-recurring services such as Category One broadband installation and Category Two Internal Connections is generally September 30 following the close of the funding year. Applicants with funding requests that contain non-recurring products or services that have not yet been delivered or installed must start working now on filing the FCC Form 500 to extend the service delivery and contract extension dates.

The Service Delivery and Contract Extension Request must be submitted to USAC on or before the September 30, 2018 deadline. Requests received after this deadline cannot be processed by USAC. The applicant must request a service delivery extension by filing the request on an FCC Form 500. Requests that come directly from a service provider cannot be processed.

Applicants should check the expiration date on their contract and, if allowed, extend their contract and notify USAC of the new contract expiration date via FCC Form 500. USAC will not pay for services delivered after the contract expiration date on file or after the original (or extended) service delivery deadline.

To file the FCC Form 500 for Funding Year 2016 and forward, the applicant enters its form data directly into the FCC Form 500 in EPC. The USAC News Brief from May 25, 2018 provides instructions on how to complete and certify the FCC Form 500 in EPC at https://www.usac.org/sl/tools/news-briefs/preview.aspx?id=835.

To file the FCC Form for Funding Year 2015 and previous funding years, USAC provides guidance on how to file the FCC form 500 at https://www.usac.org/sl/applicants/before-youre-done/500-filing.aspx.

The K12 High Speed Network will be conducting a webinar E-rate Invoicing and FCC Form 500 on Thursday, September 13 to review service delivery deadlines and provide instruction on how to complete the FCC Form 500 as well as invoice USAC for discounts. Select this link to register now for the event https://www.k12hsn.org/resources/erate/trainings. The webinar will be recorded and content posted on the K12 HSN website.

FCC Form 486 Filing Reminder

The FCC Form 486 (Receipt of Service Confirmation and Children's Internet Protection Act Certification Form) notifies USAC that the billed entity and/or the eligible entities that it represents is receiving, or has received, service in the relevant funding year from the named service provider(s).

Funding Year 2018

The First FCC Form 486 deadline for FY 2018 will be October 28, 2018.

Applicants missing these or earlier deadlines should closely monitor their News Feed in the E-rate Productivity Center for an FCC Form 486 Urgent Reminder Letter notification. This letter will allow the applicant a 15-day extension to submit an FCC Form 486 without penalty.

Upcoming Training Events

Numerous training opportunities available for E-rate applicants are coming soon.

Universal Services Administrative Company Webinars


·         Invoicing

9/19/2018 at 12:00 p.m.

K12 High Speed Network Webinars and Workshops

·         E-rate Invoicing and Form 500

9/13/2018 at 2:00 p.m.

Register here: https://www.k12hsn.org/resources/erate/trainings

·         Beginner's Guide to EPC and FRN Status Tool

9/20/2018 at 2:00 p.m.

Register here: https://www.k12hsn.org/resources/erate/trainings


EducationSuperHighway Webinars


·         E-rate 101: What’s New for 2018-19?

9/12/2018 at 10:00 a.m.

·         E-rate Category 2 Masterclass #1: Optimize Your Internal Network Upgrade

9/19/2018 at 10:00 a.m.

·         E-rate Category 2 Masterclass #2: How to Launch a Successful Procurement

9/26/2018 at 10:00 a.m.

E-rate Process: Activities to Work on Now

Service Provider Identification Number (SPIN) Changes

Invoicing to a funding request may be on hold due to an incorrect SPIN currently being associated to a funding request. There are two types of SPIN changes: Corrective SPIN Change or Operational SPIN Change.

Corrective SPIN Changes

Corrective SPIN Changes are commonly required when the applicant or USAC made a data entry error and/or a change to the service provider identification number occurred. For example:

·         Data entry errors were made when the FCC Form 471 was submitted.

·         Your service provider has multiple SPINs and you chose the wrong SPIN.

·         A merger or acquisition occurred: The original service provider has merged or has been acquired by another company and the SPIN indicated on the FRN has changed.

Additional information and instructions for completing a Corrective SPIN Change are located at USAC’s website at https://www.usac.org/sl/applicants/before-youre-done/spin-changes/corrective-changes.aspx.

Operational SPIN Changes

Operational SPIN changes are commonly required when the applicant is required to change the associated SPIN on a funding request due to reasons beyond its control. This occurs when the original service provider is unable or unwilling to perform the services associated with the approved funding request.

Operational SPIN Changes are allowed in very limited situations and must meet the following requirements:

·         California and local procurement rules allow it.

·         Terms of any contract between the applicant and its original service provider allow it.

·         The applicant has notified the original service provider of its intent to change service providers.

·         There is a legitimate reason to change providers. For example: non-responsive communications, breach of contract, or the service provider is unable to perform the requested services.

·         The newly selected service provider received the next highest point value in the original bid evaluation and has accepted and agreed to provide services.

Note: FCC rules also allow for an Operational SPIN Change if the funding request is for a new contract and the new service provider is unable to deliver the service in a timely manner. An applicant may file an Operational SPIN change to request some or all of the funding to be allocated to the previous service provider so that there are no interruptions to funding or service. However, the funding request cannot be increased if the previous provider’s service costs more than what is approved on the funding request.

Additional information and instructions for completing an Operational SPIN Change are located at USAC’s website at https://www.usac.org/sl/applicants/before-youre-done/spin-changes/operational-changes.aspx.

SPIN Change Deadlines

SPIN change requests must be submitted no later than the last date to submit an invoice. For Funding Year 2017, the deadline for recurring services is 10/29/2018 and the deadline for non-recurring services is 1/28/2019. However, the sooner your request is submitted and processed by USAC, the sooner invoicing may begin under the correct SPIN.

Applicants who file either Corrective or Operational SPIN Change requests must still comply with program deadlines and must continue to file their FCC Form 486. If the SPIN change is being submitted near the invoicing deadline date, the applicant should also request an invoice deadline extension. This will extend the invoice deadline while USAC reviews and processes the SPIN change.

Service Substitution Requests

A service substitution request must be submitted to USAC anytime an applicant wants to change the products and/or services on the approved FCC Form 471. In the service substitution request you will be required to provide USAC the original product and/or service that was approved on the FCC Form 471 and the substituted product and/or service. Each Funding Request Number (FRN) line item requiring a substituted product and/or service must be requested through the E-rate Productivity Center (EPC) for Funding Year 2016 forward. For Funding Year 2015 and previous years, the service substitution is submitted via an EPC customer service case. For step-by-step instructions, please refer to USAC’s user guide at https://www.usac.org/_res/documents/sl/pdf/e-rate-productivity-center/EPC-User-Guide-Service-Substitution-Requests.pdf.

When Service Substitutions May Be Submitted

A service substitution may be submitted to USAC as soon as your FCC Form 471 Receipt Acknowledgement Letter (RAL) is available in EPC which is generally moments after the FCC Form 471 has been certified. Service substitutions must meet the following conditions:

·         The substituted services or products have the same functionality as the services or products contained in the original proposal.

·         The substitution does not violate any contract provisions or any California or local procurement law.

·         The substitution does not result in an increase in the percentage of ineligible services or functions.

·         The requested change is within the scope of the establishing FCC Form 470, including any Requests for Proposals (RFPs), for the original products and/or services.

If the service substitution results in an increase to the pre-discounted request then the funding request will be approved at the amount that was originally committed by USAC; the funding request amount will not be increased. If the service substitution results in a decrease to the pre-discounted request, then the funding request will be approved at the lower amount associated with the substitution.

Service Substitution Deadline

The deadline to file a service substitution is on or before the last day to receive services for the applicable FRN: June 30 of the relevant funding year for recurring services or for non-recurring special construction charges, and September 30 that follows the close of the funding year for non-recurring services.

Corrective Service Substitution

If you discover that a product and/or service that has already been provided is different from what was reported on your FCC Form 471 funding request, a corrective service substitution should be submitted, even if it was not discovered until after the last date to receive service. This request may be submitted as a customer service case in EPC. Be sure to prominently indicate within your request that it is a “corrective service substitution.” Keep in mind that it’s recommended to submit service substitution requests within the deadlines noted above to ensure pre-approval of your service substitution before the service delivery deadline.

Schools and Libraries Program Weekly News Briefs on E-rate 

The Schools and Libraries Program (SLP), commonly known as E-rate, provides timely information and insight through their Weekly News Brief. If you have not already done so, we encourage you to sign up to receive these communications by visiting the SLP’s Web page at http://www.usac.org/sl/tools/news-briefs/Default.aspx .

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California Student Data Day!

The Santa Clara County Office of Education is hosting a full-day statewide conference on October 15, 2018 in San Jose.  The focus of the conference is "examining the use of data to impact student achievement and support.  There is a $100 fee but also an early-bird discount if you register before September 15th, 2018.

The Keynote is Victoria Bernhardt, an expert in student data and assessment (I own a couple of her books).  

From the announcement:



October 15, 2018.  All day conference on Student Data.
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