Fall 1 Reporting Roadmap

(Updated 10/29/2024)

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.

Submission	Census Day	Primary Data Submitted	Official Submission Window	Certification Deadline	Close of Amendment Window
Fall 1	October 2, 2024	2024–25 (Census Day): ·Enrollment counts ·English language acquisition status ·Immigrant Counts ·Free/reduced-price meal-eligibility ·Special Education 2023–24: ·Dropouts	October 2, 2024 to January 24, 2025	December 13, 2024*	January 24, 2025 (no changes can be made after this date)
Fall 2	October 2, 2024	·Student Course Enrollments ·Staff Assignments and full-time equivalent (FTE) ·English Learner Education Services	December 16, 2024* to February 28, 2025	February 28, 2025	No Amendment Window: Final Deadline is February 28, 2025
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 6, 2025 to August 8, 2025	July 25, 2025	August 8, 2025
End-of-Year (EOY) 2	N/A	·Program Eligibility/Participation	May 6, 2025 to August 9, 2025	July 25, 2025	August 8, 2025
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 6, 2025 to August 8, 2025	July 25, 2025*	August 8, 2025
End-of-Year (EOY) 4	N/A	·Special Education ·Postsecondary Outcomes for Students with Disabilities (SWD) Prior Year Completers	May 6, 2025 to August 8, 2025	July 25, 2025*	August 8, 2025

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 9/24/2024)

CALPADS OFFLINE Days

CALPADS will be offline for updates from Saturday, December 14, 2024 thru Monday, December 16, 2024. The CALPADS system will be unavailable on these days. The CALPADS Service Desk will be available on Monday, December 16, but please note that there might be a delay in the response time for Service Desk tickets during this time.

CALPADS Communication

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

CALPADS Update Flash #292 (Dated 25-Oct-2024)

Topics Include: SUN Bucks Update; Understanding 2024 and 2025 SUN Bucks; 2024 SUN Bucks Reminders

CALPADS Update Flash #291 (Dated 17-Oct-2024)

Topics Include: Operational Data Store (ODS) Reports and Extracts Moved to "Real Time."

CALPADS Update Flash #290 (Dated 17-Oct-2024)

Topics Include: 2024−25 Submission Deadlines.

CALPADS Update Flash #289 (Dated 16-Oct-2024)

Topics Include: 2024−25 Fall 1 and Fall 2 Conversion of Certification Validation Rules to Certification Data Discrepancies.

2024–25 CALPADS Annual Back-to-School Letter (Dated 08-Oct-2024)

Letter sent to County and District Superintendents, Charter School Administrators, and Special Education Local Plan Area Directors.

California College Guidance Initiative Statewide Rollout (Dated 24-Sep-2024)

Letter sent to County and District Superintendents and Charter School Administrators.

CALPADS Update Flash #288 (Dated 23-Sep-2024)

Topics Include: Important Uses of Fall 1 Data, 2024−25 School Rollover Code and Fall Validation Changes for Special Education, Policy and Guidance Changes and Other Reminders.

CALPADS Update Flash #287 (Dated 13-Sep-2024)

Topics Include: 2024−25 School Year Rollover (Special education related changes will be communicated in a separate Flash).

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 #284 (Dated 01-Aug-2024)

Topics Include: Summer Electronic Benefit (S-EBT) Transfer Program Update.

CALPADS Update Flash #283 (Dated 02-Jul-2024)

Topics Include: 2024−25 CALPADS Fall Submission Deadlines; 2024–25 CALPADS Regional Update Meetings.

CALPADS Update Flash #281 (Dated 18-Jun-2024)

Topics Include: District of Choice and Data Reporting.

CALPADS Update Flash #280 (Dated 17-Jun-2024)

Topics Include: Information on SENR0654E3 and a reminder to use the new Grade Level Code, TK - Transitional Kindergarten for TK students.

CALPADS Update Flash #279 (Dated 17-Jun-2024)

Topics Include: Information on SENR0654E3 and a reminder to use the new Grade Level Code, TK - Transitional Kindergarten for TK students.

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

What is New to 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.

CERT Errors to CDD Conversion (Fall 1)

Remaining certification errors will now be converted to Certification Data Discrepancy (CDD) errors. This means, LEAs will now be able to correct possible snapshot errors even before the snapshot revisions are activated for a specific submission.

Error #	CDD	Error Name	Severity
CERT001		Enrollment Data Missing for Expected Open School	F
CERT002	SENRXXXXF1	Enrollment Data Missing for Expected Closed School	F
CERT004	SENR0661F1	Ethnicity / Race Data Missing	F
CERT019		Dropouts in Grades 9-12 and US but no certified Enrollment Last Year in Grades 9-12 and US	F
CERT040		SSID Anomalies in Snapshot Exceed 2% of Enrollment	F
CERT041	SENRXXXXF1	All intra-LEA CCEs must be resolved before certifying.	F
CERT067	SENR0643F1	ELAS Student Not Reported	F
CERT106	SENR0657F1	Invalid "TBD" English Language Acquisition Status Code	W
CERT110	SPRG0659F1	Invalid Open or Closed Title I Part C Migrant Record	W
CERT111		Homeless Program Eligibility Data Expected	W
CERT112	SENR0317F1	Student Enrollment Record in Previous AY Not Exited	F
CERT113	SENR0656F1	Missing Student Initial US School Enrollment Date	F
CERT146	SENR0644F1	Language Instruction Program record missing for English Learner	F
CERT164	SPRG0645F1	Invalid NSLP Education Program Membership End Date	F
CERT165	SENR0526F1	Invalid "EL" English Language Acquisition Status Code	F
CERT166	SENR0660F1	Invalid "TBD" English Language Acquisition Status Code	F

Updates to IVRs, DDs/CDDs

Note: Please refer to CALPADS Flash 288 for more details on SPED-related errors.

Functionality	Change
IVRs, DDs/CDDs	NEW - •MEET0669 (F) - Pending As of Date is greater than Current Date •PLAN0658 (F) - Invalid Degree of Support and Disability Codes Combination •PLAN0663F1 (F) - Two or More Special Education Plans must not be Effective on the same Date •PLAN0664F1 (F) - Missing Private School Enrollment for ISP Plan •PLAN0667 (F) - Special Education Plan Effective Start Date for PLAN Record is greater than Current Date plus six month •SERV0666 (F) - Plan Effective Start Date for PLAN Record is greater than Current Date plus six months •SWDS0665 (F) - Special Education Status Effective Start Date for Eligible and Participating Record is greater than Current Date plus Six Months •SENR0688 (F) - Birth Date is greater than current date •SENR0654F1 (F) - EL student enrolled during reporting period has invalid Student Initial US School Enrollment Date K-12
	DISABLED - •PLAN0607F1 (F) - If a Plan record exists for a student, there must be at least one service record associated to the plan •PLAN0625 (F) - Invalid Combination of Disability 1 Degree of Support and Disability 1 Code •PLAN0626 (F) - Invalid Combination of Degree of Support 2 and Disability 2 Code Combo •SINF0060F1 (F) - Student Initial US School Enrollment Date K-12 Greater Than Student's earliest TK-12 Enrollment Start Date
	MODIFIED - •IVR0180 (F) - updated to ensure deletion of student enrollment record won't proceed if it would result in no remaining SINF or SENR records for the student. •IVR0193 (F) - Invalid DSEA - validation modified to prevent SBC charters from populating SBC district code as DSEA •SENR0606F1 (F) - will trigger for enrollment status 50 when there isn’t any overlapping primary enrollments •SENR0607F1 (F) - updated to trigger for the current academic year •SELA0280 (F) - to allow TBD and Sign Language combinations •SELA0322 (F) – modified to include American Sign Language (ase) instead of Other Sign Languages (sgn) •SPRG0249F1, SPRG0250F1 (F) - have been updated to not have "NCLB" in the error descriptions •PLAN0620F1 (F) - to account for missing SWDS records •PLAN0386F1 (F) - Age on Student IFSP changed to be less than 3 years and calculated as of Census day •PLAN0619F1 (F) - Error description and validation logic has been updated to include program setting 200 (home) •SWDS0605F1 (F) - validation logic modified to include Non-Participation Reason Code 27 (No Parental Consent for Initial Provision of Special Education and Services) •SWDS0517 (F) - to allow for future dates when Status code \=1 (Eligible and Participating)

Additional Changes

Functionality	Change
Code Set	NEW - Special Education Non Participation Reason •27 - Not Eligible - No Parental Consent for Initial Provision of Special Education and Services •28 - Not Eligible - Written Revocation •29 - Eligible - Cessation of Service without Revocation •30 - No Longer Eligible Language - ase - American sign language
	MODIFIED - code names and/or definitions •Special Education Non Participation Reason - 11, 12, 21, 22, 23, 25 and 31 •Meeting Delay - 10, 20, 30, 40, 50, 60, 70, 80, 85 and 90 •Disability Category - 220 and 230 •English Language Acquisition Status State - EL, IFEP and RFEP (CELDT references removed) •Gender - X •Language - sgn •State/Province - MX-DIF
	RETIRED - •Special Education Non Participation Reason - 24 (Withdrawal) •Meeting Delay - 75 (Temporary School Closure) •CELDT Assessment Administration Category - Entire code set removed
User Interface (UI)	NEW – •Archive - READ-ONLY button added to SPED and SSRV containers •SPED/SSRV ODS downloads removed from ODS Extract MODIFIED – •SINF and SDEM Effective End Date fields removed in OM
Security	MODIFIED – •Date User Last Logged information added to Users and Roles Search Results Grid and UserRoleExport.csv
File Format	MODIFIED - •SINF and SDEM Effective End Dates converted to filler fields •DE 23.18 Disability 2 Degree of Support Field converted to filler field
Extracts	MODIFIED - •Report 8.1 Supporting report extract will include Parent 1 Ed Level and Parent 2 Ed Level data •MEET and SWDS ODS download to include students with no enrollment and status start date between start and end dates •ODS Extracts - migrated to new architecture deprecating the overnight processing
Direct Certification	MODIFIED - •Conduct additional Direct Certification match for SNAP and TANF
Valid Code Combo	NEW – •Meeting Activity - Meeting Delay Code •Special Education Status - Non-Participation Reason MODIFIED – •CTE- Arts, Media, and Entertainment valid code combinations updated to include Capstone/Concentrator
Documentation	MODIFIED – •CELDT references removed from CFS and Code Sets documents
SSID Matching Tool	MODIFIED – •SWD Indicator and Student Initial US School Enrollment Date K-12 data in the results file
Snapshot, SELPA, C/A Reports	NEW - •SN/SELPA 16.17 Reports - Students with Disabilities - Annual Comparison
	MODIFIED - •Fall1 C/A reports - updated to have Revision Status Filter of View Certified (SELPA Approved) and Revised Uncertified (LEA Approved/Not Approved) •Reports 1.17, 1.18, 1.19, 1.20, CA 1.17 - logic dates updated to include 4 year old TK and KN students •Report 8.1 - have new columns for Parent 1 Ed Level and Parent 2 Ed Level •Reports 1.17 and 1.1 - will have prior year Fall 1 data and the difference information •Report 16.14 - •New columns - DSEA Name, Enrollment information (School of Attendance, NPS School of Attendance, Enrollment Status, Enrollment Start Date, Enrollment Exit Date, Student Exit Reason, School Completion Status •Removed column - Degree of Support 2
Monitoring Reports	NEW - •Monitoring Report 16.25 - Students with Disabilities - Initial Part B Evaluation 60-Day Timeline Student List •Monitoring Report 16.26 - Students with Disabilities - Initial Part C to Part B Transition Student List
	MODIFIED - •SELPA and SN Report 16.21 - to include enrollment status, Enrollment Exit date, Completion Code, Exit Reason, and Enrollment Start Date, and add non-compliant column
ODS Reports	NEW - • Updated Landing page for migrated ODS Reports MODIFIED - •ODS Reports - migrated to new architecture where ODS report no longer require overnight processing. Reports will be updated in real-time as soon as a record is posted. •Reports 5.7 and 5.9 (Foster Youth/Former Foster Student Lists) - will now include race/ethnicity, Migrant, ELAS Status, and Student with Disabilities columns •Report 16.18 and 16.19 - qualifying enrollment updated to align with SWDS open enrollment for monitoring

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:

Reporting Data for Students with Disabilities - California Longitudinal Pupil Achievement Data System (CALPADS)

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.

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

Special Education (SWDS, MEET, PLAN, SERV)

Below are helpful SPED reporting resources.

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

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 Fall Roadshows

California Longitudinal Pupil Achievement Data System (CALPADS) Regional trainings in Fall 2024 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 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 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

• CALPADS
• CSIS

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