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CASEMIS to CALPADS (C2C) TRANSITION UPDATES

casemisupdate

(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

Subject: CASEMIS to CALPADS (C2C) TRANSITION UPDATES

END-OF-YEAR (EOY) SUBMISSION CERTIFICATION DEADLINE MOVED TO AUGUST 25, 2017

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.

SPECIAL EDUCATION PROGRAM END DATES IN CALPADS: FREQUENTLY ASKED QUESTIONS

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.

UPCOMING CASEMIS FALL ROADSHOWS

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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