User Roles

Authorized administrators can assign one or more roles to an account to grant the users access to specific data and functions in CALPADS. Adding all available roles to a user account for a specific org type may actually limit some access to data or functionality. LEA Administrators are advised to look at each role description before assigning it to the user account.

Note: If a user already has a LEA level account, it is unnecessary and sometimes detrimental to a user's access, to create a separate school level account.

The table below list all the roles available for a LEA or school org type.

Table of User Roles


Role

SELPA

LEA

School

Description

LEA Administrator*

 

X

 

Provides access to the following functionality except to Certify/Decertify and be identified as the anomaly contact

*ONLY STATE LEVEL USER MAY SEE THIS ROLE AND APPLY IT AT THE LEA LEVEL.

Direct Certification

 

X

X

Provides access to view and to extract Direct Certification results.

Foster Youth

 

X

X

Provides access to view Foster Youth ODS reports.

Local Code Mapping

 

X

 

Provides functionality to create local code mappings

Anomaly Contact

 

X

X

Provides functionality to:
*identify and be identified as the anomaly contact for an LEA
*in combination with SENR Edit role, allows LEAs to view anomaly summary in homepage

Student Search

X

X

X

Provides functionality to perform search for a student and access the Student Details page.

Free and Reduced Price Meal EDIT

 

X

X

Provides functionality to create and manage Free and Reduced Lunch Price Meal data

Free and Reduced Price Meal VIEW

 

X

X

Provides functionality to view Free and Reduced Lunch Price Meal data

Maintain Foster

 

X

X

Provides functionality to the Maintain Local Foster Match Screen.

SENR Edit

 

X

X

Provides functionality to: 
* create and manage SSID Enrollment records using the online  and batch interface
* review and resolve anomalies (MIDs, ERDs, and CCEs)
* in combination with Anomaly Contact role, allows LEAs to view anomaly summary in homepage
* request and retrieve SSID Extracts
* request and retrieve SSID Enrollment Rejected Records Extracts 
* request and retrieve Candidate List Extracts
* request and retrieve Replacement SSIDs Extracts
* request and retrieve SSID Enrollment ODS Extract
* request and retrieve Cumulative Enrollment ODS Extract

SENR View

X

X

X

Provides functionality to only view SSID Enrollment records via Online Maintenance.

SINF Edit

 

X

X

Provides functionality to 
* create and manage Student Information records using the online or batch interface 
* request and retrieve Student Information Rejected Records Extracts
* request and retrieve Student Information ODS Extract

SINF View

X

X

X

Provides functionality to only view Student Information records via Online Maintenance.

SELA Edit

 

X

X

Provides functionality to 
* create and manage English Language Acquisition records using the online and batch interface  
* request and retrieve English Language Acquisition Rejected Records Extracts
* request and retrieve English Language Acquisition ODS Extract

SELA View

 

X

X

Provides functionality to only view English Language Acquisition records via Online Maintenance.

SPRG Edit

 

X

X

Provides functionality to 
* create and manage Student Program records using the online and batch interface 
* request and retrieve Student Program Rejected Records Extracts
* request and retrieve Student Program ODS Extract

SPRG View

X

X

X

Provides functionality to only view Student Program records via Online Maintenance. (Some restrictions apply to FRPM data records.)

STAS Edit

 

X

X

Provides functionality to 
* create and manage Student Absence Summary records using the online  and batch interface
* request and retrieve Student Absence Summary Rejected Records Extracts
* request and retrieve Student Absence Summary ODS Extract
* request and retrieve Cumulative Enrollment ODS Extract (TFS 23766)

STAS View

 

X

X

Provides functionality to only view Student Absence Summary records via Online Maintenance.

SINC Edit

 

X

X

Provides functionality to
* create and manage Student Incident, Student Incident Result, and Student Offense records using the online (Incident Data) and batch interface 
* request and retrieve Student Incident, Student Incident Result, and Student Offense Rejected Records Extracts
* request and retrieve Student Incident, Student Incident Result, and Student Offense ODS Extract

SINC View

X

X

X

Provides functionality to only view Student Incident, Student Incident Result, and Student Offense records under Student Details and Incident Data pages via Online Maintenance.

Staff Search

 

X

X

Provides functionality to perform search for a Staff and access the Staff Details page.

SDEM Edit

 

X

X

Provides functionality to 
* create and manage Staff Demographics records using the online and batch interface 
* request and retrieve Staff Demographics Rejected Records Extracts
* request and retrieve Staff Demographics ODS Extract

SDEM View

 

X

X

Provides functionality to only view Staff Demographics records via Online Maintenance.

SASS Edit

 

X

X

Provides functionality to
* create and manage Staff Assignment records using the online interface
* request and retrieve Staff Assignment Rejected Records Extracts
* request and retrieve Staff Assignment ODS Extract

SASS View

 

X

X

Provides functionality to only view Staff Assignment records via Online Maintenance.

SCTE Edit

 

X

X

Provides functionality to 
* create and manage Student Career Technical records using the online and batch interface
* request and retrieve Student Career Technical Rejected Records Extracts
* request and retrieve Student Career Technical ODS Extract

SCTE View

 

X

X

Provides functionality to only view Student Career Technical via Online Maintenance.

CRSE Edit

 

X

X

Provides functionality to 
* create and manage Course records using the online and batch interface
* request and retrieve Course Rejected Records Extracts
* request and retrieve Course ODS Extracts

CRSE View

 

X

X

Provides functionality to only view Course via Online Maintenance.

SPED Edit

X**

X

X

Provides functionality to: 
* create and manage SPED and SSRV records via API 

* request and retrieve ODS SPED Extracts via UI 
* request and retrieve ODS SSRV Extracts via UI

**LEA Admins may assign this at LEA Level, but ONLY STATE LEVEL USER MAY APPLY IT AT THE SELPA LEVEL. 

SPED View

X

X

X

Provides functionality to only view Student Special Education Program (SPED) and Student Services (SSRV) via Online Maintenance.

STSE Edit

 

X

X

Provides functionality to: 
* create and manage STSE via Batch Interface
* request and retrieve ODS STSE Extracts
* request and retrieve STSE Rejected Records Extracts

*LEA Admins may assign this at LEA Level, but ONLY STATE LEVEL USER MAY APPLY IT AT THE SELPA LEVEL.

STSE View

 

X

X

Provides functionality to only view Student Stesting Settings (STSE) via Online Maintenance.

STSE for SPED Students Edit

X**

X

X

Provides functionality to: 
* create and manage STSE via API for students with Student Special Education Meeting or Amendment Identifier populated
* request and retrieve ODS STSE Extracts via UI

**LEA Admins may assign this at LEA Level, but ONLY STATE LEVEL USER MAY APPLY IT AT THE SELPA LEVEL.

STSE for SPED Students View

X

X

X

Provides functionality to only view Student Testing Settings (STSE) via Online Maintenance for students with Student Special Education Meeting or Amendment Identifier populated

PSTS Edit

 

X

X

Provides functionality to: 
* create and manage PSTS via Batch User Interface
* request and retrieve ODS PSTS Extracts via UI
* request and retrieve PSTS Rejected Records Extracts

*LEA Admins may assign this at LEA Level

PSTS View

 

X

X

Provides functionality to only view Postsecondary Status (PSTS) via Online Maintenance.

PSTS for SPED Students Edit

X**

X

X

Provides functionality to: 
* create and manage PSTS via API interface for students with Student Special Education Meeting or Amendment Identifier populated
* request and retrieve ODS PSTS Extracts via UI

**LEA Admins may assign this at LEA Level, but ONLY STATE LEVEL USER MAY APPLY IT AT THE SELPA LEVEL.

PSTS for SPED Students View

X

X

X

Provides functionality to only view Postsecondary Status (PSTS) via Online Maintenance for students with Student Special Education Meeting or Amendment Identifier populated

WBLR Edit

     

Provides functionality to: 
* create and manage WBLR via Batch User Interface
* request and retrieve ODS WBLR Extracts via UI
* request and retrieve WBLR Rejected Records Extracts

*LEA Admins may assign this at LEA Level

WBLR View

     

Provides functionality to only view Work-Based Learning (WBLR) via Online Maintenance.

Data Collection Certifier

 

X

 

Provides functionality to view and manage approval for all data submissions.
* in combination with specific Reports role, request available Supporting Reports Extracts associated to a submission period

SELPA Approval

X

   

Provides functionality View and manage the SELPA approvals for submissions containing special education related data files.

Fall 1 Reports

X

X

X

Provides functionality to:;
* view designated Fall 1 Reports (per Report Inventory);
* request available Supporting Reports Extracts associated to Fall 1 reports

Fall 2 Reports

 

X

X

Provides functionality to view designated Fall 2 Reports (per Report Inventory);
* request available Supporting Reports Extracts associated to Fall 2 reports

EOY1 Reports

 

X

X

Provides functionality to view designated EOY 1 Reports (per Report Inventory);
* request available Supporting Reports Extracts associated to EOY 1 reports

EOY2 Reports

 

X

X

Provides functionality to view designated EOY 2 Reports (per Report Inventory);
* request available Supporting Reports Extracts associated to EOY 1 reports

EOY3 Reports

X

X

X

Provides functionality to view designated EOY 3 Reports (per Report Inventory);
* request available Supporting Reports Extracts associated to EOY 3 reports

EOY4 Reports

X

X

X

Provides functionality to view designated EOY 4 Reports (per Report Inventory);
* request available Supporting Reports Extracts associated to EOY 4 reports

County

 

X*

 

Provides funtionality to view County/Authorizing LEA Reports.
* Note this role should only display for County Office of Education entities

Authorizing LEA

 

X

 

Provides funtionality to view County/Authorizing LEA Reports
* Available to all non COE LEAs

SELPA  Reports

X

   

Provides functionality to view SELPA Reports, SPED, SSRV and PSTS ODS Extracts, and DSEA Extract
* Note, this role takes user to landing page. User will also need Fall 1, EOY 3, and EOY 4 report roles to view the SELPA Level reports for the corresponding submission. This role does not include access to EOY 3 reports 7.10 to 7.15. LEAs will need to add a SELPA user to their LEA organization and assign the EOY 3 Reports role.

Assessments

 

X

X

Provides functionality to view assessment screens, reports, and extracts

 


Sample User Accounts

SELPA Level Account Roles

SELPA accounts will be created by CDE and will be under the SELPA organization type. The following essential roles will enable the user to review data and reports and certify.

Note: The SELPA Reports role does not include access to EOY 3 reports 7.10 to 7.15. LEAs will need to add a SELPA user to their LEA organization and assign the EOY 3 Reports role.


SELPA User Roles modal

Essential Roles


SELPA Approval

SELPA Reports

Student Search

SENR View

SINF View

SINC View

SPED Edit

SPED View

Student Search

PSTS for SPED Edit

PSTS for SPED View


SPED Coordinator Account Roles

If a SELPA wants access to additional Special Ed information specific to an LEA, the LEA Administrator may add the SELPA user to the LEA organization and add the SPED roles. Also, if a local SPED coordinator within the LEA is task to report SPED data, the LEA Admin must also create an account and assign the same SPED roles.

The following are the suggested roles:

SPED User Roles modal

Essential Roles


Fall 1 Reports

EOY 3 Reports

EOY 4 Reports

SENR View

SINF View

SINC View

SPED Edit

SPED View

PSTS for SPED Edit

PSTS for SPED View

Student Search

LEA Level Accounts Roles

  • Assign LEA organization type
  • Assign appropriate roles

School Level Account Roles

  • Assign School level organization type
  • Assign appropriate roles

Note: If a user already has a LEA level account, it is unnecessary and sometimes detrimental to a user's access, to create a separate school level account.

Full Read and Write Account Roles

  • Assign specific or all designated Edit and View roles.
  • Assign Student Search role

View-Only Account Roles

  • Assign specific or all roles with the View designation only.
  • Add Student Search Role

Nutrition Department Access Roles

  • Direct Certification
  • Free and Reduced Lunch Meal View

Foster Youth Access Roles

  • Assign Foster Youth role to view Foster ODS Report 5.6 to 5.9
  • Assign Maintain Foster role for Local Foster Match functionality

General Certification Roles

  • Assign Data Collection Certifier role to allow user to certify.
  • Assign all report roles to view the aggregate and supporting reports.


Sample CALPADS User Account Agreement Form

Here is a a downloadable form LEas can modify to fit the needs for your local policy in assigning user accounts and roles.

CLICK HERE