Fall 1 Reporting Roadmap

(Updated 10/27/2022)

This page will provide you the necessary tools in navigating through the CALPADS system and the different Fall 1 reporting requirements. It will be continually updated with new content as needed.

Additional Fall 1 guidance is also available in the CALPADS FAQ site.


CALPADS Submission and Certification Deadlines

The table below list the official dates and milestones associated to the different CALPADS submission periods. The Official Submission window reflects when the CALPADS snapshot revisions are activated and NOT the start of data submission. Submission of required files can be done anytime and as early as now.

CALPADS Submission Census Day Primary Data Submitted Official Submission Window Certification Deadline Amendment Window
Fall 1 October 5, 2022

2022–23 (Census Day):

  • Enrollment counts
  • English language acquisition status
  • Immigrant Counts
  • Free/reduced-price meal-eligibility
  • Special Education

2021–22:

  • Dropouts
October 5, 2022
to
December 16, 2022
December 16, 2022 December 17, 2022
to
January 20, 2023
Fall 2 October 5, 2022
  • Student Course Enrollments
  • Staff Assignments and full-time equivalent (FTE)
  • English Learner Education Services
October 5, 2022
to
February 24, 2023
February 24, 2023 No Amendment Window
End-of-Year (EOY) 1 N/A
  • Course Completion for Grades 7–12
  • Career Technical Education (CTE) Participants, Concentrators, Completers
  • Work-Based Learning Indicators
May 8, 2023
to
July 28, 2023
July 28, 2023 July 29, 2023
to
August 25, 2023
End-of-Year (EOY) 2 N/A
  • Program Eligibility/Participation
May 8, 2023
to
July 28, 2023
July 28, 2023 July 29, 2023
to
August 25, 2023
End-of-Year (EOY) 3 N/A
  • Student Incidents
  • Cumulative Enrollment
  • Student Absence Summary
  • One-Year Graduate and Completer Counts
  • Count of English Learner (EL) Reclassified during School Year
  • Homeless Students
May 8, 2023
to
July 28, 2023
July 28, 2023 July 29, 2023
to
August 25, 2023
End-of-Year (EOY) 4 N/A
  • Special Education
  • Postsecondary Outcomes for Students with Disabilities (SWD) Prior Year Completers
May 8, 2023
to
July 28, 2023
July 28, 2023 July 29, 2023
to
August 25, 2023


Fall 1 Submission Checklist

This form provides detailed list of data requirements and key responsibilities to facilitate the smooth Fall 1 submission and certification experience of LEAs. 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 10/05/2022)


 Image of suggested timeline LEAs may follow to be on track with certification.


What files should LEAs submit for Fall 1?

Below are the files expected to be submitted during Fall 1. Please review each file for specific data requirements and other business rules to be aware of.

Extracted from School Information System (SIS)

Entered in Special Education System (SEDS) and pushed to CALPADS through API

Important Reminders:

  • SENR and SINF file must be sequentially submitted and posted first. Once the 2 files are submitted, all other file types can be uploaded.

  • Also, users should be aware of the default file upload processing method employed by each file.


General SSID Enrollment Overview

Below is a depiction of the typical SSID Enrollment workflow LEAs will be conducting to acquire SSIDs for new and transferring students as well as re-enroll returning students.

Hover on the linked stages for access to related video tutorials.

SSID Matching Tool

This page helps explain the SSID Matching Tool process to help LEAs identify possible SSID matches in bulk for students with no SSIDs. This process is done prior to submitting the main SENR batch file and immediately preempting possible MIDs.

Requesting SSIDs

Provides step by step guidance on requesting SSIDs either through Online Maintenance or Batch file upload.



LCFF Inclusion

All students with active enrollment on Census day, and who meets any of the criteria below will be counted on the LCFF report.

Type of Eligibility Met

Source

As of Inclusive date

Homeless

SPRG

Open SPRG record with start date prior or equal to Census day

Migrant Ed

SPRG

Open SPRG record with start date prior or equal to Census day

Income/ Alternative Income Eligibility Form

(Regular School, CEP, Provision 2/3)

SPRG

NSLP Program Start date should be on or before October 31st.

Note: The application/form deadline has been extended to November 30, 2022. However, all applications date-stamped between 10/31 to 11/30 must be reported with a Program Start date of 10/31/2022.

Foster Youth

State Matching

Student must be active Foster Youth on Census day per ODS report 5.7 or 5.9

 

Tribal Foster Youth

SPRG

Open SPRG record with start date prior or equal to Census day.

Direct Certification

(SNAP, TANF, MediCal Free, Medi-Cal Reduced)

State Matching

Must be certified between 7/2 to 11/2

EL and ADEL Status

SELA

SELA record with EL/ADEL status date prior or equal to Census day


Fall 1 Changes

Here is a summary of changes impacting LEAs for the Fall 1 submission.

Extension of Deadline for Families to Submit National School Lunch Program Applications or Alternative Income Forms for Inclusion in Unduplicated Pupil Count

(Source: CALPADS Flash #242 )

The application/form deadline for the National School Lunch Program (NSLP) applications or Alternative Income Forms has been extended to November 30, 2022.

For students who submit their NSLP application or Alternative Income form after October 31, 2022, but by November 30, 2022, LEAs must upload to CALPADS a free or reduced-price meal program record (Education Program code 181 or 182) with a start date of October 31, 2022 in order for these students to be included in certification report 1.17 – LCFF Unduplicated Pupil – Count. The UPC that LEAs certify in Report 1.17 is used to determine the Unduplicated Pupil Percentage used in calculating supplemental and concentrations grants under LCFF. LEAs must approve their Fall 1 submission by December 16, 2022, in order for these data to be used in the calculation of their First Principal Apportionment.

Addition of Foster Youth in Voluntary Placement

(Source: CALPADS Flash #240 )

Assembly Bill 1055 (Chapter 287, Statutes of 2021) amended Education Code Section 42238.01(b)(5), to include within the definition of “foster youth,” a child who is the subject of a voluntary placement agreement (as defined in Subdivision (p) of Section 11400 of the Welfare and Institutions Code) for purposes of determining the Unduplicated Pupil Count (UPC) used in determining the supplemental and concentration grant under the Local Control Funding Formula (LCFF).

CALPADS weekly Foster Youth matching, will now include students based on the definitions below and will be reflected in ODS Report 5.6 – Foster Youth Enrolled – Count, and ODS Report 5.7 – Foster Youth Enrolled – Student List .

The same criteria will be used in all reports that display counts of “foster youth,” including Certification Report 1.17 which provides the UPC. These changes will also be made to the corresponding County Authorizing reports.

  1. A child or youth who is the subject of a petition filed under Welfare and Institutions Code (WIC) Section 300 (meaning a court has taken jurisdiction over a child and declared the child to be a dependent of the court due to the presence or risk of abuse or neglect). This includes both children who are living at home while a dependent of the court as well as children who the court has ordered to be removed into the care, custody, and control of a social worker for placement outside the home.

  2. A child or youth who is the subject of a petition filed under WIC Section 602 (meaning a court has taken jurisdiction over a child and declared the child to be a ward of the court due to the child’s violation of certain criminal laws) and has been ordered by a court to be removed from home pursuant to WIC Section 727 and placed in foster care as defined by WIC Section 727.4(d).

  3. A youth between ages 18 and 21 who is enrolled in high school, is a non-minor dependent under the placement responsibility of child welfare, probation, or a tribal organization participating in an agreement pursuant to WIC Section 10553.1, and is participating in a transitional living case plan.

  4. A child who is the subject of a voluntary placement agreement (as defined in Subdivision (p) of Section 11400 of the Welfare and Institutions Code).


Certification Report 1.17 – FRPM/English Learner/Foster Youth – Count, and related supporting reports 1.18, 1.19, 1.20, and C/A 1.17 are being modified to reflect only students who are apportionment-eligible for the UPC used in calculating the supplemental and concentration grants under the LCFF. To reflect this change as well as other statutory changes related to LCFF, the following changes are being made to these reports:

Changes to Reports 1.1 – Enrollment – Primary and Short-term Enrollment Count by Subgroup and 1.2 – Enrollment – Primary and Short-term Enrollment Student List

LEAs should now refer to Certification Report 1.1 – Enrollment – Primary and Short-term Enrollment Count by Subgroup, and supporting report 1.2 – Enrollment – Primary and Short-term Enrollment Student List, for:

  • The count of all TK students, including those who do not generate average daily attendance (ADA) because they do not turn five by specified dates.

  • The count of Title 1 (ages 5 -17 years old only) low-income students, or the count of ALL (kindergarten-12) students, using the new “Age Eligibility” filter.

In addition, a new “Free and Reduced-Price Meal (FRPM) Eligible” column has been added to the report to assist LEAs in determining their Title I “low-income” student counts.

Changes to Special Education Reports

The following reports are being modified to limit Education Plans 700 – Eligible – No Education Plan (Parent Declined FAPE – Private Placement), 800 – Eligible – No Education Plan (Other Reasons), 900 – Not Eligible, to meetings on or after July 1 of the reporting Academic Year. Since students never “exit” from these plan types, this change will exclude such plans from previous years.

  • 16.1 – Students with Disabilities – Education Plan by Primary Disability Count
  • 16.2 – Students with Disabilities – Count by Federal Setting
  • 16.3 – Students with Disabilities Profile – List
  • 16.11 – Students with Disabilities – Annual Comparison Report

New IVR on Student English Language Acquisition File

Students who are identified as EL by taking the Initial ELPAC cannot be reclassified in the same year that they took the Initial ELPAC, prior to taking the Summative ELPAC. The CDE, however, has found that some LEAs are submitting RFEP records for students with start dates after July 1, and before the Summative ELPAC window even opens for that same academic year on February 1.

Therefore, if an RFEP record is submitted before February 1 (the opening of the annual Summative ELPAC testing window) for students with an EL start date that is greater than July 1 of that same academic year, a new IVR, SELA0589 – RFEP Student cannot be reclassified prior to being administered the summative assessment, will trigger.

Scenario Table

EL Status Date

RFEP Status Date

SELA0589 Error Will trigger

7/1/2022 Onwards

Before 2/1/2023

Yes

7/1/2022 Onwards

On or After 2/1/2023

No


Tools for Success

Here are some helpful resources LEAs must utilize for greater success and efficiency in meeting reporting requirements.

CALPADS Resource Pages

The following documents provide additional information regarding the operation and data submission requirements.

System Reference

Provides curated list of helpful system documentation.

File Templates

Provides list of downloadable batch file templates and other extract reference templates.

Daily Known Issues List

Provides a list of most current known defects impacting CALPADS.

CALPADS Error List

Provides an index page to specific CALPADS error pages that contain descriptions for each error generated when submitting data to CALPADS as well as suggested resolutions.

CALPADS Fall 1 FAQs

Provides a list of common questions and guidance related to Fall 1 data reporting.

Fall 1 Report Mapping Guides

Provides guidance in interpreting and analyzing CALPADS reports.

Fall 1 Training Resources

CSIS YouTube Channel

Includes self-paced training presentations, weekly Q & A recordings as well as recordings of other CALPADS related events.

CSIS Bridge LMS

CALPADS Learning contains required self-paced classes, course programs and access to register for live training classes.

CSIS Training Resource

Stores valuable data management tools and downloadable training Powerpoint presentations.

CDE CALPADS Page

The CA Department of Education's portal to all CALPADS resources, department communications, and access to other education-related agencies.

CALPADS Quarterly Updates

Home to the CALPADS Quarterly Updates webinar page. Includes updated schedules of webinar dates broken down into different CALPADS regions based on Country groupings.

CALPADS Communication

Below is a curated list of CALPADS flash updates and memos relevant to Fall 1 reporting.


Fall 2022-23 Submissions (Dated 10-Oct-2022)

Letter sent to county and district superintendents and charter school administrators regarding fall data submissions.

CALPADS Update Flash #241 (04-Oct-2022)

Topics include: 2022−23 Fall Submissions; Best Practices to Meet Deadlines; Update: Statewide Student Identifier (SSID) Matching Tool and Multiple Identifier (MID) Functionalitty.

CALPADS Update Flash #240 (03-Oct-2022)

Topics include: 2022−23 Fall 1 and 2 Changes.

CALPADS Update Flash #233 (10-Aug-2022)

Topics include: Statewide Student Identifier (SSID) Matching Tool Now Available.

CALPADS Update Flash #231 (01-Aug-2022)

Topics include: Statewide Student Identifier (SSID) Matching Tool; SSID Matching Criteria and Match Scoring.

Cover Letter to Flash #220 (25-Mar-2022)

Cover Letter accompanying Flash 220.

CALPADS Update Flash #220 (25-Mar-2022)

Topics include: National School Lunch Program Meal Application and Alternative Income Form Requirements for 2022−23.

CALPADS Update Flash #219 (Revised 29-Mar-2022)

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

CALPADS Update Flash #208 (28-Jun-2021)

Topics include: Guidance for updating records for students who are Reclassified Fluent English Proficient; retirement of two English Language Acquisition Correction Reason Codes.


Where to get Support

CALPADS Support

FCMAT/CSIS Services

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

Listservs

ELPAC Support

CALPADS Weekly Q&As

  • Click to join CALPADS Q&A Every Wednesday @ 3PM (Zoom) Click Here