EOY Reporting Roadmap

(Updated as of 05/1/2023)

This primer will provide you the necessary tools in navigating through the CALPADS system and the different End of Year reporting requirements for which you are expected to comply with. This page will continually be updated with new content as needed.

EOY Calendar

CALPADS Snapshot Collection Windows and Certification Deadlines

Adjusted Cohort Graduation Rate (ACGR)

Collection	Primary Data Collected	Cohort Reports Availability	Data Pulled from ODS
ODS	Data Used to Develop the 4-year Adjusted Cohort Graduation Rate (ACGR)	Cohort Reports are available year-round and also offer a peak of cohort data for the next 4 years.	August 25, 2023: Data are Pulled from ODS

 

EOY Milestones

EOY Submission Checklist

This form provides detailed list of EOY related data requirements and key responsibilities to facilitate the a smooth EOY certification. It contains multiple tabs that includes the checklist and list of certification reports. LEAs may download the spreadsheet, assign staff responsibilities and send it to the field.

Download Checklist (Updated as of 4/12/2023)

CALPADS Communications

The following are CALPADS Flash communications relevant to EOY submission.

Flash 219 Topics include: Reclassifying and reporting Reclassified Fluent English Proficient (RFEP) students; assessing students for English Language Acquisition Status (ELAS) during the summer.

Flash 218 Topics include: Updated guidance on the use of the generic Statewide Educator Identifier (SEID) of 9999999999.

Flash 209 Topics include: Guidance for exiting secondary students per Assembly Bill (AB) AB-104; process to follow to submit data to CALPADS.

Flash 207 Topics include: Guidance for Special Education data submission; use of Infant (IN) and Toddler (TD) grade levels for students with disabilities.

Flash 203 Topics include: Reporting Postsecondary Status File in End-of-Year 4 for Special Education in 2020–21

Flash 184 Topics include: 2020–21 Work-Based Learning data; preparing for submitting the WBLR File in 2020–21 EOY 1; Work-Based Learning codes for SWD.

Flash 148 Topics include: Enrollment and attendance accounting guidance for students attending hospital/health facility programs in another LEA and while on paternity leave; clarification regarding reporting disciplinary incidents

Notable Changes to CALPADS EOY

Below are notable features added to CALPADS that you should be aware of.

Data Discrepancy

Data Discrepancy user interface and extract of errors are expected to become available after Fall 2 submission closes (tentatively end of March)

The purpose of the Data Discrepancies is to:

• Run data discrepancy checks on data in the Operational Data Store BEFORE the submission window opens
• Identify data discrepancies that will become Certification Data Discrepancies for specific submissions (e.g., Fall 1, Fall 2, EOY)

EOY 1 Changes

Documentation

Update Definition of Distance Learning Indicator

• An indication of whether or not a course section is an Online Distance Learning Course. Within the “Distance Learning” definition provided in EC Section 51865(a), this field is intended to capture only distance learning courses that include online interaction, instruction, and check-ins between teachers and pupils through the use of a computer. A “Y” would indicate that this is a Distance Learning Online Course, an “N” would indicate that it is not.

EOY 2 Changes

There are no changes impacting EOY 2 submission.

EOY 3 Changes

Documentation

• Modify definition of Education Program Code 191 - Homeless to clarify federal definition of homeless

Report Changes (SN, C/A)

Modify SN and CA Report 14.1 (Student Absenteeism-Count) Days Attended Filter

• Currently, for snapshot Report 14.1, the Days Attended default value is set to >0. There are some LEAs/schools where all students have 100% ADA Independent Study. Due to the current default value of Days Attended = >0, the report will not show any data; however, by setting the filter value to include 0 Days Attended, the report shows data for 100% ADA Independent Study.

EOY 4 Changes

Functionality

• Add Total Fatal Error Count Column to the SELPA Certification Status Screen

Validations

• EOY 4- CERT167 (W) and CERT168 (W) - Update Age Logic to Include Greater than 5 and in at least Grade KN and add 203, 204 to CERT168

• PSTS0481: Adjust trigger to account for additional age-related scenarios

• PSTS0482 - Short-Term Disable for EOY 4 21-22/Modify Trigger Logic to Include Education Program Participation Type in 22-23

• Modify SPED0438E4 (Create new CDD) to remove Parent involvement facilitation code

• Disable CERT0135 for EOY4 - Part B Initital Evaluation for a student with an IFSP

• Disable CERT0135 for EOY4 - Part B Initital Evaluation for a student with an IFSP

• Create Separate DDs/CDDs Per Submission (Fall 1, Fall 2, EOY 1-4) Based on Date Ranges

Documentation

• Modify definitions of Primary Disability Codes of Multiple Disabilities and Specific Learning Disability to replace "mental retardation" with "intellectual disability"

• Modify definition of field 1.34 Adult-Age Student with Disabilities in Transition Indicator

• Definition: An indication of whether or not a student with disabilities who is at least 17 years old has: 1) completed 12th grade in their initial cohort year; and 2) is re-enrolling in the subsequent year and participating in a program to assist in the student's transition from school to adult life, including education and training, employment and independent living; and

Reminders

The Direct Certification extract and Foster Youth data for AY 2022-2023 will be purged from the system after 6/30/2023. We recommend you download the data for reference.

Download the Direct Certification Extract before 6/30/2023

Run and download the Foster Youth Reports before 6/30/2023

Future 4-year Cohort Outcome

• Allow a user to select a future cohort year. (Report 15.1 and 15.2)

• Will run 4 separate cohort years at a time.

• Users can see their cohorts earlier and will be able to verify their first-time 9th grade records sooner. 

• Will be accessible continuously throughout the whole year

Supporting Reports Extract

• An LEA may request a Supporting Reports Extract file as an alternative to specific Snapshot Reports. Please note that EOY report roles must be assigned to access a specific EOY submission report
  

What files should LEAs submit for EOY 1?

• Staff Demographics (SDEM)
• Course Section Completion (CRSC)
• Student Course Completion (SCSC)
• Student Career Technical Education (SCTE)
• Work-Based Learning (WBLR)

Note: Files must be submitted and posted in the sequence listed above. Also, users should be aware of the default file upload processing method employed by each file.

What classes should be reported for EOY l?

LEAs must submit information on courses that students have completed during the academic year (7/1/2022 to 6/30/2023). Courses in departmentalized classroom settings in grades 9–12 are expected while grades 7-8 is optional to report. This includes:

• CTE Courses (7000 - 8999)
• Regular classes in the 9000 range
• College courses
  

Who are the students you should report with a Student Course Completion?

You would include all Student Course Completion (SCSC) records of students in departmentalized courses who have completed their said courses during the academic year (7/1/2022 to 6/30/2023). Departmentalized classes for Grades 7-8 is optional. Self-contained classes must not be reported at all.

Work-Based Learning Measures

This page provides definitions and details on current work-based learning measures in the CCI that have been approved by the SBE. It also reviews new measures that are currently being considered for potential inclusion in the CCI.

Who are the students you should report with a Student Career Technical Education record?

You only report SCTE records for students who are CTE Pathway Completers for this current academic year. SCTE records will now require the academic year value and so ONLY CTE Pathway completers for 2022-23 must be reported with a SCTE record.

What files should LEAs submit for EOY 2?

• Student Program (SPRG)

Programs expected to be submitted

Code	Program	Type
122	Title I Part A Basic Targeted	Federal
174	Title I Part A Neglected	Federal
192	Armed Forces Family Member	Federal
101	504 Accommodation Plan	State
108	Opportunity Program	State
113	California Partnership Academy	State
162	Pregnant or Parenting Programs (formerly Cal-SAFE)	State
185	Transitional Kindergarten	State

EOY 2 Important Reminder

CARS certification must be done early. Certified status for each school under the LEA will affect the CALPADS expected schools table in relation to who are and are not required to submit Title I Targeted program data.

Below are recommended steps in ensuring CARS and EOY2 certification are accomplished without any delays.

1. Run Report 5.1 certified in EOY 2 2021-2022.
2. Determine who is responsible for Title I funding/ CARS in your LEA. Work with your CARS person to verify each schools’ current designation.
3. CARS person must accurately certify CARS flagging each school as either Schoolwide or not
4. Report Program 122 records of eligible students of Title I Part A Targeted schools in CALPADS. Schoolwide schools automatically count all enrolled students and so does not require any SPRG records.
5. Run Snapshot 5.1 for EOY 2 2022-23.
6. Confirm counts for Targeted and Schoolwide schools.

Title I, Part A Schoolwide Program Resource

This is the main resource regarding Title I, Part A Schoolwide Program.

Title I, Part A Targeted Assistance School Program Resource

This is the main resource regarding Title I, Part A Schoolwide Program.

What files should LEAs submit for EOY 3?

• Student Incident (SINC)
• Student Incident Result (SIRS)
• Student Offense (SOFF)
• Student Absence Summary (STAS)
• Student Program (SPRG) (For Homeless students)
• Student English Language Acquisition (SELA) (To update possible RFEP and ADEL students)
• Student Enrollment (SENR) (To closeout enrollment records at the end of the academic year.)

EOY 3 Reminders

• Incident files must be submitted and posted in the sequence listed above. Also, users should be aware of the default file upload processing method employed by each file.

• Student enrollment must only be closed out at the end of the academic year. If students are estill testing (CAASPP or ELPAC), it is important that the SENR record be left open.

When to submit an Incident record

LEAs are expected to report Incident records for the following:

(1) Incidents involving violations of Education Code Sections 48900 and 48915 even if they did not result in suspension or expulsion and;

(2) Incidents resulting in the use of behavioral restraints and seclusion even if they were not a result of a violation of Education Code Sections 48900 and 48915

For additional , please refer to the following

• CALPADS FAQ for EOY
• Data Guide Chapter 2.1.4.
• California Education Code Section 49005.1 for specific definitions of restraint and seclusion.
• FLASH #159 for a summary of the discipline file restructuring.
  

Incident Reporting Reminders

Users should be aware of some nuances when reporting Incident Data.

1. Incident Records can be submitted through Batch upload or manual posting at the Incident data page. However, a user cannot submit using a combination of both process for the same incident. If a user decides to upload a SINC file for an incident, then the SIRS and SOFF must be reported through batch as well. If a user decides to manually add an incident online, then the corresponding SIRS and SOFF section can be added in the same transaction.

2. When Submitting through batch upload, the sequence of submission and posting should be in the order listed below. Each file must contain all reportable incidents and all have zero errors before moving on to the next file.

   1. SINC
   2. SIRS
   3. SOFF

3. Although there are 3 distinct file types, users will not be able to see the Incident result information in both Student Details (Incident Results) and Incident Data section until both the SINC and SIRS record are posted.

4. All 3 files use Replacement Processing

   • Records are processed based on the operational key. Records may be replaced using transaction types of “” (empty string), or “ “ (space), or “R” (Replace) all of which cause invoke the same system behavior. Submitted data are processed using the operational key to identify which records will be processed. For batch, all the records in CALPADS with the same operational key are deleted even if only one record with that operational key was submitted and all newly submitted records in the submission with the same operational key or any other operational key are added. For online maintenance, individual records in CALPADS with the same primary key are deleted and replaced.

The table below depicts the processing type and operational key for the various CALPADS record types.

1. When deleting an entire incident either through batch or online maintenance, please delete in the opposite order of incident file submission. Delete SOFF, SIRS and then SINC.

Record Type	Processing Type	Operational Key
Student Incident	Replacement Processing	School of Attendance, Academic Year ID, Incident Local ID
Student Incident Result	Replacement Processing	School of Attendance, Academic Year ID, Incident Local ID
Student Offense	Replacement Processing	School of Attendance, Academic Year ID, Incident Local ID

Incident Training Resource for NPS

Student Discipline NPS Reporting 2021-2022 Webinar

NPS Student Incident Guide

What files should LEAs submit for EOY 4?

• Special Education (SPED)
• Student Special Education Services (SSRV)
• Postsecondary Status (PSTS)

Note: All EOY 4 files will come from the Special Education System and sent to CALPADS through API. Except for the PSTS file, all files must be submitted and posted in the sequence listed above. Also, you should be aware of the default file upload processing method employed by each file.

LEA must also maintain updated student enrollment and demographic information.

Submission Strategies

Things to consider prior to submitting and certifying EOY:

• Personal considerations

  • What is your easiest file to submit?
  • How much is your workload?
  • Do you have other staff to rely on?
  • When is your summer break/vacation?

• Local factors

  • Availability of school site staff and district personnel, internal deadlines

• Priority of data submitted

  • Perkins funding data, Public data statistics, Cohort results

• Potential reporting milestones

  • When is your district's last day of new enrollments?
  • When are final grades available?
  • When is last day of school?

• CALPADS Deadlines

  • Benefits and consequences of meeting the initial
  • EOY deadline and amendment window deadline

EOY Order of Approval and Certification

The CDE suggests that LEAs certify the EOY submissions in the order: 2, 4, 1 then 3 for the following reasons:

• EOY 2, is a straightforward and most of the data certified should have already been updated in CALPADS.

• EOY 4, should be submitted and certified next because as LEAs submit special education records they identify enrollment updates they need to make before certifying cumulative enrollment counts in EOY 3

• EOY 1, although grades for the last semester or quarter may still be pending, prior semester or quarter grades may now be submitted through the SCSC together with the CRSC records. By doing so, certification may be done sooner than later.

• Lastly EOY 3, LEAs need to ensure that all enrollment/exit updates have been made, incident and absence summary data can be submitted with the end of the school year rollover.

EOY Learning Resources

CALPADS System Documents

The following documents provide additional information regarding the operation and data submission requirements in relation to Fall 2.

CALPADS File Specifications

This document provides detailed information about the input files that are used to batch load data into CALPADS.

CALPADS File SpecificationsForm

This spreadsheet provides detailed information about the input file requirements that are used to batch load data into CALPADS.

CALPADS Error List

This document contains descriptions for each error generated when submitting data to CALPADS. It also provide suggested resolutions.

CALPADS Data Guide

The CALPADS Data Guide provides information for LEAs regarding the data to be submitted to CALPADS. Information in the guide includes guidelines regarding how LEAs should prepare for each submission, as well as information regarding how given data are used.

CALPADS Code Sets

This document contains the current code values referenced in the file specifications for the coded value data elements. CALPADS course codes (formerly CBEDS course codes) are included in this document (see the "Course Group State" code set).

Retired Course Code Mapping for 2019-20

This document contains a list of state course codes and non-classroom based assignment codes that were retired at the end of 2018-19 and their recommended replacements for the 2019-20 year.

CALPADS Valid Code Combinations

This document lists codes that can only be used in specific combinations in CALPADS.

Where to get Support

ConApp Support:

For CONAPP questions in relation to Title I Part A Schoolwide and Targeted Assistance school designation:

ConApp Support Desk | conappsupport@cde.ca.gov | 916-319-0297

CALPADS Support

• Web Form: Click Here
• Email: calpads-support@cde.ca.gov
• Voicemail for CALPADS Support: (916) 325-9210

FCMAT/CSIS Services

• FCMAT/CSIS Online Support Form Click Here
• Email: support@fcmat.org
• Voicemail for FCMAT/CSIS Support: (916) 325-9210

Listservs

• CALPADS
• CSIS