Fall 1 Reporting Roadmap
(Updated 08/28/2025)
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.
| 2025–26 CALPADS Submission | Primary Data Submitted | Official Submission Window | Recommended Date for Zero Errors | Certification Deadline | Amendment Window Opens | Amendment Window Deadline (Closes) |
|---|---|---|---|---|---|---|
| Fall 1 | 2025–26 (Census Day): • Enrollment counts • English language acquisition status • Immigrant Counts • Free/reduced-price meal eligibility • Special Education 2024–25: • Dropouts |
Oct 1, 2025 – Jan 23, 2026 | Nov 21, 2025 | Dec 12, 2025* Special Education Local Plan Area (SELPA) Approval Strongly Encouraged |
Dec 13, 2025 | Jan 23, 2026 (11:59 p.m.) SELPA Approval Required |
| Fall 2 | • Student Course Enrollments • Staff Assignments and full-time equivalent (FTE) • English Learner Education Services • Postsecondary Outcomes for prior year graduates who were Career Technical Education (CTE) Completers |
Oct 1, 2025 – Feb 27, 2026 | Feb 13, 2026 | Feb 27, 2026 | N/A: No Amendment Window for Fall 2 | No Amendment Window: Final Deadline is Feb 27, 2026 |
| End-of-Year (EOY) 1 | • Program Eligibility/Participation • Student Incidents • Cumulative Enrollment • Student Absence Summary • Count of English Learner (EL) Reclassified during School Year • Homeless Students • Special Education • Postsecondary Outcomes for Students with Disabilities (SWD) Prior Year Completers |
May 5, 2026 – Jul 31, 2026 | Jun 26, 2026 | Jul 17, 2026 SELPA Approval Strongly Encouraged |
Jul 18, 2026 | Jul 31, 2026 (11:59 p.m.) SELPA Approval Required |
| EOY 2 | • Course Completion for Grades 7–12 • Career Technical Education (CTE) Participants, Completers • Work-Based Learning Indicators • One-Year Graduate and Completer Counts |
May 5, 2026 – Aug 17, 2026 | Aug 3, 2026 | Aug 17, 2026** | N/A: No Amendment Window for EOY 2 | No Amendment Window: Final Deadline is Aug 17, 2026 |
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 8/18/2025)
CALPADS Communication
Below is a curated list of CALPADS flash updates and memos relevant to Fall 1 reporting.
CALPADS Update Flash #311 (Dated 26-Aug-2025)
Topics Include: Long-term English Learner (LTEL) (Education Code [EC] Section 52052) Functionality in CALPADS.
CALPADS Update Flash #310 (Dated 14-Aug-2025)
Topics Include: New fatal Input Validation Rule (IVR) for student grade level outside the designated grade span for the school.
CALPADS Update Flash #309 (Dated 06-Aug-2025)
Topics Include: New training registration process for CALPADS training delivered by California School Information Services (CSIS).
CALPADS Update Flash #308 (Dated 27-Jun-2025)
Topics Include: Change in Migrant Student Data Collection.
CALPADS Update Flash #307 (Dated 13-Jun-2025)
Topics Include: Education Data Collection System: Supplemental SUN Bucks Data Collection Update.
CALPADS Update Flash #301 (Dated 06-May-2025)
Topics Include: Education Data Collection System Collections; 2024−25 Collections.
CALPADS Update Flash #300 (Dated 01-May-2025)
Topics Include: Reclassifying and Reporting Reclassified Fluent English Proficient (RFEP) Students During the Summer When Students Are Not Enrolled.
CALPADS Update Flash #297 (Dated 25-Oct-2024)
Topics Include: Summer 2025 SUN Bucks; student eligibility; Universal Benefits Applications and National School Lunch Program applications.
CALPADS Update Flash #291 (Dated 17-Oct-2024)
Topics Include: Operational Data Store (ODS) Reports and Extracts Moved to "Real Time."
CALPADS Update Flash #286 (Dated 30-Aug-2024)
Topics Include: Impacts on Assessments When Moving Kindergarten Students Back to Transitional Kindergarten.
CALPADS Update Flash #285 (Dated 08-Aug-2024)
Topics Include: Guidance Regarding Transitional Kindergarten and the English Language Proficiency Assessments for California (ELPAC), per the passage of Assembly Bill (AB) 2268.
CALPADS Update Flash #281 (Dated 18-Jun-2024)
Topics Include: District of Choice and Data Reporting.
CALPADS Update Flash #272 (Dated 22-May-2024)
Topics include: Importance of the Initial US School Enrollment Data for English Learners.
Flash 134
Topics include: Updated guidance (previously provided in Flash 132) regarding appropriate use of N470 exit code.
Flash 132
Topics include: Aligning guidance regarding when to dis-enroll Truants to support practices to reduced Chronic Absenteeism, Truancy, and Dropouts
New to CALPADS (Fall 1)
Below are expected changes in CALPADS for Fall 1. Please note that some of the listed changes may have not been implemented yet.
| Section | Change | Details |
|---|---|---|
| Code Set | NEW | • Course Group State codes 9701 – Visual Impairment Instruction 9702 – Orthopedic Impairment Instruction 9703 – Hearing Impairment Instruction • Language codes hbs – Serbo-Croatian qad – Mixteco qac – Toishanese (Taishanese) • Meeting Delay codes 15 – Exceptional Family Circumstances (Part C Initial) 25 – Late Referral to Part C • Special Education Service Location code 205 – Home/community-based (infants/preschool age) on IEP/IFSP team determination • Referring Party codes 15, 42, 45, 47, 50, 60, 65, 70, 75, 80 |
| Functionality | MODIFIED | • Code names and definitions – Language codes: cmn, khm, kur, syr, yue – Special Education Service Location codes: 640 – County Community School |
| MODIFIED (definitions) | • Language codes: alb, ara, qab, din, kok, lav, may, mon, mkh, nep, nor, ori, orm, per, pus, swa, qaa, mis, und, uzb, zap • Meeting Delay: 40 • Referring Party: 10, 20, 30, 40, 90 • Special Education Service: 535, 610, 865 • Special Education Service Location: 340 – Private preschool • Student School Transfer Category: 5 – Disciplinary COE School Transfer |
|
| Extracts | NEW | • Migrant Eligible Program Students (MEPS) extract as of July 2025 |
| Data Element | NEW | • PLAN – DE 23.34 – Part C to B Transition Conference Date – DE 23.35 – Part C to B Transition Plan in IFSP Indicator |
| MODIFIED | • PLAN – DE 23.16 – Disability Degree of Support |
|
| RETIRED | • SPRG – DE 3.20 – Migrant Student ID |
|
| IVRs, CVRs, DDs/CDDs | NEW | • SENR0716F1 (F) – Invalid Student Ethnicity Missing Indicator and Student Hispanic Ethnicity Indicator • SENR0717F1 (F) – Missing SINF record on Census Day • SENR0650F1 (F) – Invalid Special Education Status Code for enrolled student • SWDS0714F1 (F) – Special Education Status Effective Start Date < student birthdate • PLAN0714F1 (F) – Special Education Status Effective Start Date < student birthdate |
| Implemented | • SENR0317 (F) – Student Enrollment Record in Previous AY Not Exited • SENR0453F1 (F) – Invalid Combo of Parent/Guardian1 First, Last, Highest Education Level • SENR0635F1 (F) – Invalid Combo of Parent/Guardian2 First and Last Name • SENR0719F1 (W) – Invalid Student Age • SENR0xxxF1 (W) – Invalid Student Age for AD Grade Level |
|
| IVRs, CVRs, DDs/CDDs | NEW | • PLAN0XXX (F) – Invalid School Code in Special Education Accountability Field • PLAN0729F1 (F) – Invalid DSEA (Court/Juvenile Court must have COE County-District Code) • PLAN0XXXF1 (F) – Special Ed Plan Effective Start Date < student birthdate • PLAN0275F1 (W) – Missing Part C to B Transition Conference Date • PLAN0724F1 (F) – Missing Part C to B Transition Plan in IFSP Indicator • XXXx (X) – Prevents enrollment status 50 + grade level PS for <3 years • SWDS0XXXF1 (F) – Special Ed Status Effective Start Date < student birthdate |
| IVRs, CVRs, DDs/CDDs | MODIFIED | • SENR0269F1 (F) – Student Grade Level outside school grade span • SENR0606F1 (F) – Missing Plan Record for Enrolled Eligible and Participating SWD • SENR0644F1 (F) – Language Instruction Program missing for EL • SENR0646F1 (F) – NPS student must have Eligible and Participating Record • SENR0661F1 (F) – Invalid Student Race Missing Indicator + Race Code Combo • PLAN0390-097F1 – Age validation based on June 30 (not Census date) • PLAN0679F1 (F) – Missing Services Record for Plan |
| RETIRED | • CERT004 (F) – Ethnicity / Race Data Missing | |
| Real-Time Reports | NEW | • Report x.xx – SWD Count by Federal Setting • Report x.xx by DSEA – SWD Student Profile • Supplemental LEA/CA: – Report 5.10 – Title I Part C Migrant Count – Report 5.11 – Title I Part C Migrant Student List |
| Snapshot, SELPA, C/A Reports | MODIFIED | • Reports 1.17, 1.18, 1.19, 1.20, CA 1.17 – LCFF Age Eligibility includes 4-year-old KN born before Sept 1, 2025 • Report 1.17 – Total Enrollment column limited by age eligibility • Reports 1.1, C/A 1.1, 1.17, C/A 1.17 – Prior year & difference data added for Fall 1 • New column – “Prior Academic Year (Informational Only)” – Total Graduates & Completers (prior year certified EOY3) • Existing column – “Selected Academic Year” – Total Graduates & Completers • Reports 1.17, 1.18 – column label “Migrant (135)” → “Title I Part C Migrant” |
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)
- SSID Enrollment (SENR)
- Student Information (SINF)
- Student English Language Acquisition (SELA)
- Student Program (SPRG)
Entered in Special Education System (SEDS) and pushed to CALPADS through API
- SWDS Eligibility (SWDS)
- Special Education Plan (PLAN)
- Special Education Meeting (MEET)
- Special Education Services (SERV)
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.
SSID Enrollment (SENR)
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.
Creating enrollments for NEW students with disabilities
Provides guidance on requesting and maintaining SSIDs in the context of Students with Disabilities reporting.
| Age | Enrollment Status | Enrollment Start Date | Grade Level | School of Enrollment |
|---|---|---|---|---|
| Zero to 35 months | 50 – Non- ADA Enrollment | Date of parental consent for Part C initial evaluation | IN - Infant | District-level enrollment |
| 3 to 5 years, public preschool OR private preschool serving preschoolers only (served by district on IEP) | 10 - Primary | Date of child’s third birthday | PS - Preschool | Preschool with specific CDS code – Enroll at preschool If no specific preschool CDS Code - District-level enrollment |
| 3 to 5 years, private preschool additionally serving grades TK and higher (served by private school on ISP) | 50 – Non-ADA Enrollment | Date of parental consent | PS - Preschool | School 0000002 – Private School Group |
| 5-21, Kindergarten (inc. TK) through 12 (public) | 10 - Primary | First day of enrollment | K-12 – Kindergarten through 12 | School of enrollment |
| 5-21, Kindergarten (inc. TK) through 12 (private) | 50 – Non- ADA Enrollment | Date of parental consent | K-12 – Kindergarten through 12 | School 0000002 – Private School Group |
Notable Resources:
Special Education File Submission Scenarios
District of Choice LEAs and Data Reporting
Currently, there are 44 LEAs designated as a District of Choice. The District of Choice Program allows a student to transfer to a school district that participates in this program. Per Flash 281, DOCs must populate on the Student Enrollment (SENR) file, for students transferring to the LEA under the DOC program:
- Field 1.30 – Student School Transfer Code with Student School Transfer code 4 – District of Choice; and
- Field 1.31 – District of Geographic Residence
Specifically, DOCs must populate both fields for students with an enrollment status of primary or short-term when the student’s most recent prior enrollment is in a California public school in a different LEA. If these fields are not populated, Certification Data Discrepancy (CDD) SENR0320E3 - Missing Student School Transfer Code for District of Choice Transfer will trigger.
Transitional Kindergarten Reporting
As a condition of receipt of apportionment for pupils in transitional kindergarten (TK), a school district or charter school shall ensure that by the 2025−26 school year, TK is available to all children who will have their fourth birthday by September 1 of the school year. To facilitate the addition of TK students to California’s public school system, as specified in Education Code (EC) Section (c)(1), over the next four years, LEAs are to ensure that TK is available to students based on when they turn 5 years old, as follows:
- In 2022–23, students are eligible for TK if they turn 5 years old between September 2 and February 2;
- In 2023–24, students are eligible for TK if they turn 5 between September 2 and April 2;
- In 2024–25, students are eligible for TK if they turn 5 between September 2 and June 2; and
- In 2025–26, LEAs are required to make TK available to all children who will have their fourth birthday by September 1 of the school year.
Student Information (SINF)
The SINF stores the students demographic information and address. Here are are vital data elements and reminders every LEA must remember.
- Always ensure that the Effective Start Date of initial SINF record submitted at the start of the academic year matches the enrollment start date.
- The Race and Ethnicity must always be reported everytime a SINF record is uploaded.
-
Students enrolled with primary, secondary, or short-term enrollments, LEAs are required to submit the highest education level for each parent/guardian reported to CALPADS, in the following fields on the Student Information (SINF) file:
- 2.38 – Parent Guardian 1 Highest Education Level Code
- 2.50 – Parent Guardian 2 Highest Education Level Code*
*Note: Parent Guardian 2 Highest Education Level Code will only be required if Guardian 2 First Name or Last Name is populated.
While LEAs are not required to update historical data, the highest education level for both parents will now be required when LEAs update or add a SINF record for a student.
LEAs will continue to use the existing “Highest Education Level” code set, with the following clarification to the definition for Code 15 – Decline to State:
| Prior Definition for: | New Definition |
|---|---|
| Code 15 – Decline to State | Code 15 – Decline to State |
| An individual declined to state his or her highest educational level. This is not the same as unknown (missing information). | An individual who declined to state their highest educational level or for whom information is unavailable. |
Matrix for Parent Ed level inclusion in SED
Matrix shows which education level code is returned based on both parent's education level.
| Parent 1 Highest Ed Level | Parent 2 Highest Ed Level | SED Impact |
|---|---|---|
| 14 – Not a High School Graduate | 14 – Not a High School Graduate | Eligible |
| 14 – Not a High School Graduate | NULL/BLANK (i.e. no selection) | Eligible |
| 14 – Not a High School Graduate | 15 - Decline to State | Not Eligible |
| 15 - Decline to State | 14 – Not a High School Graduate | Not Eligible |
| Other Combinations | Not Eligible |
Student Program (SPRG)
Student Program Data Collected
List of student program eligibility reported for Fall 1.
NSLP Reporting Nuances
Guidance on reporting student NSLP eligibility.
Language Instructional Program
Guidance on reporting Language Instructional Program participation.
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 | State Matching | Student must be active Migrant Ed on Census day Census day per Report 5.11 or MEPS Extract |
| Income / Alternative Income Eligibility Form (Regular School, CEP, Provision 2/3) | SPRG | NSLP Program Start date should be on or before October 31st |
| Foster Youth | State Matching | Student must be active Foster Youth on Census day per ODS report 5.7 |
| 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 |
Student English Language Acquisition (SELA)
When to submit a SELA record
Initial ELPAC Testing Guidance and Common Issues
Guidance for Submitting RFEP Records to CALPADS
ELPAC Status Correction at a Glance
ELPAC Status Correction through STAIRS Process
CALPADS Assesments Webinar Padlet
Repository of Q&A during the CALPADS and Assessments Webinar held on 11/22/2024
Special Education (SWDS, MEET, PLAN, SERV)
Below are helpful SPED reporting resources.
Reporting Data for Students with Disabilities
Contains common scenarios for determining which LEA is responsible for reporting SWD data, and which LEA will be held accountable on the Dashboard.
Special Education File Submission Scenarios
Contains specific special education data scenarios and information about which of the special education files Students with Disabilities Status (SWDS), Special Education Meetings (MEET), Special Education Plans (PLAN) and Special Education Services (SERV) would be required in each of these scenarios.
2023-2024 Special Education Data in CALPADS
Box site containing the initial CALPADS SPED Redesign documentation.
CALPADS Special Education Data Office Hours
Box site containing all presentations from the CALPADS Special Education Data Office Hours
Student Degree of Support Identification Guidance
Contains guidance on Student Degree of Support Identification
Equitable Services for Students with Disabilities
Contains some key provisions on Equitable Services for Students with Disabilities
Special Education Status Start Date for each Special Education Status and Non-Participation Reason Combination
|
Special Education Status Code |
Special Education Status Name |
Special Education Non-Participation Reason |
SWDS Status Start Date is defined as… |
|
1 |
Eligible and Participating |
Null |
If student was evaluated in California and student was determined to be eligible: · …and the parent agreed to one or more services on the meeting date o the date of the meeting where the student was determined to be eligible. Date must not be in the future. · …and parent did not accept the offer of Free and Appropriate Public Education right away but accepts the offer at a later date o the date of the first day of enrollment or when services begin, whichever is first. If student transferred from outside of CA and had their initial evaluation out of state - the date the student enrolled in the California district. Date must not be in the future. |
|
2 |
Eligible and Not Participating |
11 - Eligible - No Education Plan (Parent Declined FAPE - Private Placement) |
The date of initial evaluation |
|
2 |
Eligible and Not Participating |
12 - Eligible - No Education Plan/ Not participating (Other Reasons) |
The date of initial evaluation. |
|
2 |
Eligible and Not Participating |
24 - Withdrawal |
The date student withdrew from program and stopped receiving services. (must not be in the future) |
|
3 |
Eligible, Not Enrolled |
31 - Left School and Not Expected to Return |
The enrollment exit date of student from the student information system |
|
4 |
Not Eligible |
21 - Not Eligible |
Date of initial evaluation or reevaluation where student was found not eligible or no longer eligible. |
|
4 |
Not Eligible |
22 - No Parental Consent Received - Part C to B |
Date of child’s third birthday or the date the student’s Part C services will end, if past the student’s third birthday. |
|
4 |
Not Eligible |
23 - MaxAge |
Either: 1) Date of student’s 22nd birthday; OR 2) If student will continue services until the end of the term or academic year, then the date they stop receiving services. |
|
4 |
Not Eligible |
26 - No Part B Evaluation – IEP Team Decision |
The date of child’s third birthday, or the date the student’s Part C services will end, if past the student’s third birthday. |
|
4 |
Not Eligible |
25 - Returned to CA, no longer eligible |
The date of enrollment in the California district upon their return. (This is only necessary when the student had an active IEP or ISP in California, then left out-of-state and exited the special education program, then returned to California.) |
|
4 |
Not Eligible |
31 - Left School and Not Expected to Return |
The enrollment exit date of student from the student information system |
Tools for Success
Here are some helpful resources LEAs must utilize for greater success and efficiency in meeting reporting requirements.
Fall 1 Training Resources and Opportunities
CALPADS Regional Update Meetings
The California Department of Education conducts a series of meetings via webinar for local educational agencies (LEAs) regarding the California Longitudinal Pupil Achievement Data System (CALPADS).
CALPADS Special Education Data Roadshows
California Longitudinal Pupil Achievement Data System (CALPADS) Regional trainings to inform local educational agencies (LEAs) with updates and changes to the collection of data for students with disabilities.
CSIS YouTube Channel
Includes self-paced training presentations, weekly Q & A recordings as well as recordings of other CALPADS related events.
CSIS Training Registration
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 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.
Where to get Support
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
ELPAC Support
- Call: 800-955-2954
- Support Site: Click Here
CALPADS Weekly Q&As
- Click to join CALPADS Q&A Every Wednesday @ 3PM (Zoom) Click Here