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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
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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
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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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CALPADS Flash Update #140 - Aug 17, 2018

End-of-Year (EOY) Deadline Reminder

Local educational agencies (LEAs) are reminded that the close of the End-of-Year (EOY) submission amendment window is Friday, August 24, 2018 at 5:00 p.m. It is critical for LEAs to certify accurate data by this deadline, as there will be no other opportunities to amend these data.

LEAs that fail to certify EOY 1 will not have college-credit bearing course information (dual enrollment) and Career Technical Education (CTE) completer data factored into the calculation of the College/Career Indicator, which will be included in the 2018 California School Dashboard, nor will LEAs that receive Perkins funding meet federal reporting requirements.

Those LEAs that fail to certify EOY 2 will not have Title I program participation and services data and homeless student counts to report to the federal government as required by law.

And finally, LEAs that fail to certify EOY 3 will not have a discipline indicator or chronic absenteeism indicator on the 2018 California School dashboard, which will negatively impact their performance level. Additionally, LEAs without EOY certified data will have no data posted on DataQuest.

Updated Timeline for CALPADS Down Time

As noted in the April 2018 CALPADS Information Meeting (CIM), there are plans to move CALPADS into the cloud, update the user interface, and redesign the security model as we work to transition the California Special Education Management Information System (CASEMIS) into CALPADS in the 2019–20 school year. The system upgrade will take place the last week in September 2018. Currently, CALPADS is scheduled to go offline on September 21 and remain down until October 1, 2018. LEAs are encouraged to obtain all necessary Statewide Student Identifiers (SSIDs) prior to the down time, so that assessment testing will not be impacted. The CDE will send out additional communication regarding the security model changes and training opportunities at the end of August, and we will notify LEAs of any changes to this schedule.

What To Do When There is Evidence That an EO Student Has a Non-English Primary Language

In rare cases, LEAs may find evidence that a student who was previously determined as having an English Language Acquisition Status (ELAS) of EO (English Only) has a
non-English primary language and may be in need of English learner services. In these cases, students should be tested with the Initial English Language Proficient Assessments for California (ELPAC) to determine if the student's ELAS should be corrected to English Learner (EL) or Initial Fluent English Proficient (IFEP).

As described in CALPADS Update Flash #138, once the Initial ELPAC has been administered, the LEA must load the raw scores and the test completion date into the Test Operation Management System (TOMS) Local Scoring Tool (LST). Scores may only be loaded into the LST if the student has an ELAS of To Be Determined (TBD) in CALPADS. However, CALPADS will not allow an ELAS progression from EO to TBD until modifications are made to CALPADS on August 28, 2018.

Until these modifications are made in CALPADS, we recommend that LEAs do the following to administer the Initial ELPAC and enter those scores into the TOMS LST:

          1. Notify the parents or guardians of the intent to administer the Initial ELPAC within 10 days of administration.
          2. Administer the Initial ELPAC to the student, hand score the test, and provide the parents or guardians preliminary results within 14 days after test administration. Retain the scores for entry into the LST at a later date.
          3. On or after August 29th, ensure that the student has an enrollment record in CALPADS with a start date of the first day of school.
          4. On or after August 29th, submit a Student English Language Acquisition (SELA) record with an ELAS of TBD, ELAS Start Date of 7/1/2018 or greater and at least one day prior to the test completion date, and a non-English Primary Language to CALPADS.
          5. Once the student appears on the Initial ELPAC Student Eligibility Report, enter the scores into the LST and download the Student Score Extract.
          6. Upload the official ELAS to your student information system (SIS) and submit a new SELA to CALPADS that reflects the student's status of EL or IFEP with an ELAS Start Date of the date testing was completed. NOTE: The system modifications needed to enter the corrected ELAS will not be implemented in CALPADS until October.

Use of Student School Transfer Category Code 4 – District of Choice

Education Code (EC) sections 48300–48317 establish the District of Choice Program, and require school districts to register as a District of Choice. Only districts who have registered as Districts of Choice should use Student School Transfer Category Code 4 – District of Choice for students transferring in from other districts. Recent analysis of the data show that there are some districts that have not registered as Districts of Choice that are inappropriately using this transfer category code. It should be noted that the CDE is required to investigate complaints of school districts operating as a school district of choice without registering (EC Section 48317).

Currently only 45 districts registered to be a District of Choice by the July 1, 2018 deadline, which was the statutory deadline for the 2018–19 school year. In subsequent years, the registration deadline shall be October 15 for the following school year. The list of school districts registered as Districts of Choice for 2018–19 will be posted on the CDE website.

File Name: calpadsupdflash14_20180822-031857_1
File Size: 241 kb
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CAASPP System Release Dates for 2018-19

Enter your text here ...

Dear LEA CAASPP Coordinator:

Components of the CAASPP System are released at different times throughout the year. As you set up your local educational agency’s (LEA’s) test administration window and finalize your planning for another successful administration, please keep the following dates in mind:


Release Milestone

September 4, 2018

·         Smarter Balanced Interim Assessments will be available.

September 17, 2018

·         The California Spanish Assessment (CSA) field test will be available. (Note that the window for the field test closes on October 12, 2018.)

November 5, 2018

·         The California Alternate Assessment (CAA) for Science embedded performance task (PT) training test that shows the new online format of this assessment will be available.

·         The Content of Assessment information for all the 2018–19 embedded PTs that are available in January 2019 will be available.

November 5, 2018

·         The California Science Test (CAST) training tests will be updated.

·         New CAST practice tests for each grade assessed will be available. (Note that braille practice tests will be available in January 2019.)

November 5, 2018

·         The online CSA training test will be updated.

January 8, 2019

·         Smarter Balanced Summative Assessments for English language arts/literacy (ELA) and mathematics will be available.

January 8, 2019

·         The CAST will be available. (Note that the braille assessment will be available in April 2019.)

·         The CAAs for ELA and mathematics and the CAA for Science field test will be available.

January 8, 2019

·         CAAs for ELA and mathematics and CAA for Science Directions for Administration (DFA) PDF documents will be available for download from the Test Operations Management System (TOMS).

·         The CAAs for English language arts/literacy (ELA) and mathematics practice tests will be updated.

January 8, 2019

·         The CSA practice test—one test per grades three through eight and high school—will be available.

January 2019

·         The new CAST braille practice tests for each grade assessed will be available.

April 1, 2019

·         The CSA operational assessment will be available.

April 2019

·         The CAST braille form will be available.

September 2019

·         The CAA for Science 2019–20 embedded PTs will be available for administration.


Questions regarding CAASPP should be directed to CalTAC by phone at 800-955-2954 or by email at .

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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 .

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California Dashboard Video & Tech Guide

​Here's a video describing the California school dashboard, plus the technical guide.  Hat Tip Terri for sending me the updates! :)

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Using the One-Year Graduation Cohort for the College/Career Indicator for Alternative Schools

Using the One-Year Graduation Cohort for the College/Career Indicator for Alternative Schools 

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Data for the English Language Proficiency Assessments for California (ELPAC) in CALPADS - August 2018

File Name: ELPAC-and-CALPADS-Webinar
File Size: 1.2 mb
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This is the PowerPoint presentation for the "Data for the English Language Proficiency Assessments for California (ELPAC) in CALPADS" webinar from last week.

August 2018 

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Data Submission Reminders for the 2018 California School Dashboard

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

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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

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Atheletics / Team Management Systems

This week's Systems Spotlight is Atheletics & Team Management systems.  So far, not a big selection to choose from, and unclear how well adopted these systems are, since we just added them recently to the site and to the upcoming 18/19 systems survey.  Time will tell.  If you know of any additional systems not on this small list, please let us know. 


Athletics / Team Management

Athletics / Team Management software gives coaches and staff the resources needed to run their after-school programs. Good systems include payment systems, scheduling, health information, organize registration, create online tournament boards, etc.
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Assessment Spotlight - Issue 5, August 1, 2018

Editor's Note:  We routinely repost messages from the CDE that are marked as "Please share with educators" 

Focusing on the California Assessment of Student Performance and Progress (CAASPP) System and English Language Proficiency Assessments of California (ELPAC)—and including, when timely, updates on California’s other statewide assessments.

August’s Featured Digital Library Resource—“Exploring Pi with ‘Sir Cumference’”

This month’s featured Digital Library resource, “Exploring Pi with ‘Sir Cumference,’” is a mathematics lesson intended for students in grade seven. It uses the fictional story Sir Cumference and the Dragon of Pi to introduce students to the relationship between the value of pi and the diameter and circumference of a circle. Emulating the mathematics work of the story’s medieval hero Sir Cumference, the students are challenged to complete circumference calculations by using data collected from real-world objects.

This lesson provides a number of opportunities for students and teachers to engage in the formative assessment process. As students gather and share data, the included resources allow them to elicit and analyze evidence before adding it to the class’s data table. Over the course of the lesson, several opportunities arise for students to engage in discussion, analyze their progress, and make adjustments to meet the intended learning goals. The materials include an interactive PowerPoint presentation that both clarifies the intended learning goals and provides links to web resources that support instruction.

Exploring Pi with ‘Sir Cumference,’” contributed to the Smarter Balanced Digital Library (Digital Library account required) by California State Network of Educators member Sabrina Jordan-Ortega, is designed to span two instructional days. It offers an optional assessment teachers can use to measure progress and culminates with an optional computer-based quiz that provides immediate feedback, allowing students to demonstrate their understanding. The digital content can be downloaded and printed for classroom use.

ELPAC Question Corner

You asked, and we heard you! This week, we answer the following questions received from the field:

 When will the California Department of Education (CDE) publicly report Initial ELPAC results?

Initial ELPAC results will be reported on the CDE’s public reporting site after the end of the 2018–19 school year. Until that time, local educational agencies (LEAs) are required to report Initial ELPAC results to parents within 30 days of enrollment in a California public school. Locally, LEAs can provide educators with access to the official scores after they are generated in the Local Scoring Tool (LST) by uploading the results file into their student information system.

 Who inputs raw scores into the LST?

LEAs have discretion in determining who inputs student raw scores into the LST.

Invitation to LEAs: Field-Testing the California Spanish Assessment

Your LEA is invited to participate in the California Spanish Assessment (CSA) field test from September 17 through October 12, 2018. The purpose of the CSA field test is to gather test response data from students representing diverse backgrounds and geographic locations throughout the state. This is an opportunity for your LEA to experience the assessment, which is designed to measure students’ Spanish skills in reading, writing mechanics, and listening. Once operational, the CSA will provide aggregate data that can be used for evaluating the implementation of Spanish language arts programs at the local level. The data may also provide a high school measure suitable for use, in part, for determining eligibility for the State Seal of Biliteracy.

While any number of school sites and students are welcome to participate, there is an especially high need for participation of students in grade nine. If your LEA is interested in participating in the CSA field test, please contact Marques Barron, CSA Program Administrator, Educational Testing Service, by email at .

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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
File Size: 1.7 mb
Download File
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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.

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Website tools for ADA compliance


ADA / OCR Compliance

ADA / OCR software aids school district personnel in making web sites accessible to those with visual, auditory and/or ambulatory impairments. We are currently tracking two products, Monsido and SiteImprove.  The page also has a few downloadable resources (no login required!), and a link to our discussion forums.

Do you know of a great resource for school districts struggling to get their websites ADA compliant?  Let us know and we'll list it here.

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Dashboard Coordinator Application Renewal for 18/19

Dear Dashboard Coordinators:

The purpose of this e-mail is to remind you that the California Department of Education (CDE) will be requiring a new submission of the Dashboard Coordinator Application for the 2018­–19 school year in order to gain access as the coordinator for your local educational agency (LEA). Even if the coordinator information has not changed from the previous year, the application must be submitted and approved by the LEA superintendent or charter school administrator to receive the login credentials.

The CDE will be resetting the 2017–18 Dashboard Coordinator data base at 5 p.m. on August 17, 2018. During this time, there will be no access to the Dashboard Coordinator Web site. The Web site will reopen on August 20, 2018 for LEAs to begin registering their new coordinators. The 2018–19 Dashboard Coordinator Application will be available athttps://coordinator.caschooldashboard.org/#/application.

Process for Completing the Designation Application (On or after August 20, 2018)

Accessing the Application: Visit https://coordinator.caschooldashboard.org/#/application

Completing the Application: Complete the application, which includes providing contact information, LEA/School Name, and submit the completed application by selecting the "Submit" button. It is recommended that you provide contact information for an alternate coordinator that can be contacted in the absence of the designated coordinator.

Obtaining Approval and Password: Once the application has been submitted, the superintendent or charter school administrator will receive an e-mail from with a link to review and approve the designation. If the application is approved by the superintendent or charter school administrator, an e-mail including the 2018–19 password will be sent to all contacts identified on the application.

For questions about the coordinator designation process, contact the Local Agency Systems Support Office by email at or by phone at 916-323-LCFF (5233).

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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. 

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