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Text Transcript of the CBEDS Training

Text Transcript of the 2017 California Basic Educational Data System (CBEDS) training.

2017–18 CBEDS Training

This is a text transcript of the California Basic Educational Data System (CBEDS) training. This document provides text translation to the CBEDS training, which is posted as a video file. The 2017–18 CBEDS Training [http://www.cde.ca.gov/ds/dc/cb/cbedstrng17video.asp] video should be the version selected by most users.

Presented by Mary DeMartin and Lisa Young
California Department of Education, Sacramento, CA
August 2017

Table of Contents

Slide 1 – 2017–18 CBEDS Training

Welcome to the California Basic Educational Data System (CBEDS) training. This training is intended for local educational agencies (LEAs) and independently reporting charter (IRC) schools that are responsible for completing and submitting school and district level CBEDS data to the California Department of Education (CDE) through the CBEDS Online Reporting Application (ORA).

For the purposes of this presentation, an LEA is defined as a school district, county office of education, California Education Authority, State Special School, State Board of Education Charter, or Statewide Benefit Charter.

Slide 2 – Contact Information

Contact information for CBEDS related inquiries is displayed here. Please do not hesitate to contact us with questions or suggestions.

All CBEDS instructions, CBEDS ORA information, letters, key dates, and any other important information related to CBEDS are also available on the CBEDS [http://www.cde.ca.gov/ds/dc/cb/index.asp] Web page.

Slide 3 – Agenda

This training consists of:

  • An overview of CBEDS, which includes:
    • A description of CBEDS
    • A summary of the uses of CBEDS data
    • A description of the responsibilities of LEAs and independently reporting charter schools for collecting and submitting school and district level data to the CDE
    • Information on available resources
    • A description of the data collection, verification, submission, and certification process
    • Significant dates
  • This training also provides detailed instructions on how to accurately report data for the two CBEDS forms: The County/District Information Form (CDIF) and the School Information Form (SIF).
  • This training also provides an overview of CBEDS-ORA, which highlights various features of ORA, provides instructions for key entering, editing, importing, and exporting data, discusses the available reports within ORA, and provides instructions for submitting data.

Slide 4 – CBEDS Overview

We will begin this training by providing an overview of the CBEDS data collection process. 

Slide 5 – What is CBEDS?

  • CBEDS is an annual statewide data collection of aggregate-level school, student, and staff data.
  • CBEDS data are reported through an online reporting application referred to as CBEDS-ORA.
  • Data are collected on two forms:
    • The County/District Information Form (CDIF), which collects county or district level data on the number of classified staff in full-time equivalent (FTE) and the estimated number of teacher hires. CDIF data are collected for each county office of education and district office.
    • The other form, the School Information Form (SIF), collects school level data on the number of classified staff in full-time equivalent (FTE),kindergarten program type, parental exception waivers, educational calendar and the School Improvement Grant (SIG) reporting requirements. SIF data are collected for every public kindergarten through grade twelve (K–12) school, including charter schools.

Slide 6 – How CBEDS Data are Used

CBEDS data are used by the CDE to collect and produce state and federal data for:
  • Estimated teacher hires
  • Classified staff
  • Kindergarten program type
  • School Improvement Grants
  • Parental Exception Waivers

After CBEDS data are certified, data are made available to the general public through the following CDE Web pages.

  • DataQuest, which is a dynamic system that provides reports about California's schools and districts
  • Student and School Data Files page, which contains downloadable CBEDS data files
  • Staff Data Files page, which contains downloadable data files for CBEDS classified staff data

Slide 7 – LEA Responsibilities

Every LEA and IRC is required to assign a CBEDS coordinator who is responsible for ensuring that all CBEDS data for the LEA and IRC are collected and submitted to the CDE.

It is the county and district CBEDS coordinator’s responsibility to train and assist school staff, if necessary. The CBEDS coordinator also collects the data from all schools in the LEA, including charter schools reporting with the LEA, and enters the data into CBEDS-ORA.

The CBEDS coordinator is also responsible for verifying the accuracy of the LEA’s data prior to certification. Data for each school and district-level summary data should be reviewed by the CBEDS coordinator and other appropriate district and school-level staff to ensure that the data are accurate. Coordinators should also resolve all errors, and research and fix warnings as needed.

When data for all schools have been collected and verified, the CBEDS coordinator is responsible for submitting the data to the CDE through CBEDS-ORA. The CBEDS coordinator will be the CDE’s point of contact for any questions regarding the data.

If changes need to be made to certified data, the CBEDS coordinator is responsible for submitting these changes to the CDE within the CBEDS amendment window.

Charter schools may elect to submit data to the CDE independent of their authorizing LEA. This is done by submitting a CALPADS and CBEDS-ORA Charter School Reporting Status Change Form to the CDE by the end of June. If a form is not submitted by the June 30 deadline, the reporting status from the previous year will carry over to the next year. New charter schools must complete this form before they are issued a school code.

Charter schools electing to report independent of their LEA are responsible for collecting, verifying, reviewing, and certifying their CBEDS data, as described above.

Slide 8 – CBEDS Resources

The following resources are available to CBEDS coordinators to aid in the collection and submission of CBEDS data.

  • The CBEDS Web page, which contains the information you will need to complete the CBEDS data submission, including the Administrative Manual, frequently asked questions, file import specifications, the quick guide, forms, training, correspondence, policies and guidelines, and more.
  • CBEDS-ORA, which is the online application used by CBEDS coordinators to submit CBEDS aggregate data to the CDE. Use of the CBEDS-ORA is required by all LEAs and IRCs, and a CDE-issued user name and password are needed to access the application and submit data. CBEDS-ORA also contains a list of the schools in your LEA for which you are required to submit CBEDS data, as well as the ability to view and update coordinator contact information. Both of these options are available from the Main Menu.

Slide 9 – Administrative Manual

We’d like to take a moment to highlight the key resources that CBEDS coordinators will need to utilize in order to successfully complete their CBEDS reporting requirements. These key resources include the CBEDS Administrative Manual and the List of Expected Schools. The CBEDS Administrative Manual is an instruction booklet with sample CBEDS forms that includes information on the following:

  • Contacts and resources
  • When data are collected
  • What data are collected
  • Who provides the data
  • How data are used
  • The data collection and submission process
  • Glossary, forms and instructions

The Administrative Manual [http://www.cde.ca.gov/ds/dc/cb/documents/admin17.doc] is available from the Web page listed here.

Slide 10 – List of Expected Schools

The other key resource CBEDS coordinators will need is the List of Expected Schools. The List of Expected Schools is a list of the schools in your LEA from which the CDE expects to receive data. It also identifies which schools are independently reporting charter schools, participating in SIG, and/or which schools have closed since the last Information Day, and/or which schools are non-operational this year.

The List of Expected Schools is available online through CBEDS-ORA.

It is very important that you review the accuracy of this list prior to submitting your CBEDS data to the CDE, as data submission may be prevented if you do not have data for all the schools on the list. You will also be prevented from submitting data for new schools not appearing on the list, so it is important to resolve any discrepancies with the list prior to reporting your data.

If you find discrepancies with the list, we ask that you work with your LEA’s County-District-School (CDS) coordinator to submit changes, or for assistance with the following:

  • School closures
  • School name changes
  • Grade span changes
  • School type changes
  • Opening a new school

Slide 11 – List of Expected Schools (Continued)

If you have a school with no enrollment on Information Day, use the List of Expected Schools to notify the CDE of a temporarily non-operational school by following these steps:

  • Contact your LEA's California Longitudinal Pupil Achievement Data System (CALPADS) Administrator to confirm that no student enrollments were reported on the CALPADS ODS Report 1.1 on Information Day.
  • Indicate the "Non-Operational Effective Date" and provide a brief “Reason for Not Operating” on the List of Expected Schools. Examples of reasons that schools are temporarily non-operational include:
    • No enrollment on Information Day
    • Lack of funding
    • School closed for construction
  • Obtain the Superintendent’s signature and fax the list to 916-327-0195, or e-mail the list to cbeds@cde.ca.gov.
It is very important to resolve all discrepancies with the List of Expected Schools prior to reporting or submitting data. Failure to resolve discrepancies with the List of Expected Schools may result in errors in your data submission, or prevent, or delay in your ability to submit your data.

 Slide 12 – Collecting Data

  • CBEDS requires LEAs to collect and report data for current and prior years, as well as for future projections.
  • Current year data are to be collected as of Information Day, October 4, 2017.
    • If your LEA is not in session, or is off track on Information Day, at the discretion of the Superintendent, data may be collected on another date in October. It is recommended that you choose a day close to Information Day.
  • If data are to reflect a year other than the current school year, specific reporting periods will be specified.
  • In order to meet the reporting deadline at the end of October, data shall be collected from all schools on the List of Expected Schools in mid-October. This includes your charter schools, unless the charter schools are reporting independently of the LEA. IRCs are to submit data directly to the CDE.

Slide 13 – Verifying Data

  • CBEDS coordinators are responsible for ensuring that their data submission is complete and that data have been included for each school on the List of Expected Schools, including charter schools not submitting independent of their authorizing LEA.
    • If a school(s) has closed, or is temporarily non-operational, ensure current year data have not been reported for those schools.
  • The CBEDS coordinator shall also verify the data for accuracy by taking the following steps prior to submission and certification:
  • Review the data in CBEDS-ORA, especially if data were imported.
  • Review the Errors and Warnings report to resolve any errors and/or warnings. All errors must be resolved prior to submission. Warnings should be checked and verified for accuracy.
  • Print and review school and district summary and comparison reports for accuracy with appropriate LEA staff. Various reports are available in CBEDS-ORA to assist with your data review.

Slide 14 – Submitting Data

  • CBEDS data are due to the CDE on or before October 31, 2017.
  • Data are to be submitted electronically through CBEDS-ORA. Please note:
    • You must click the “Submit/Certify” button in CBEDS-ORA to transmit the data to the CDE. Just keying in the data or importing it does not mean that your reporting requirements are complete.
    • Do not submit paper forms to the CDE.
  • Once you’ve submitted your data, you may print a certification receipt for your records. The certification receipt is available from the Reports menu in CBEDS-ORA once you have submitted your data. It is also available at the time of submission.

Slide 15 – CDE Data Processing and Certification

  • Once data are submitted by LEAs, CDE staff begins processing the data to identify missing or incomplete data submissions. CDE staff will contact CBEDS coordinators to ensure data are submitted in a timely manner and to resolve any issues identified with their data submission.
  • Once all data have been received statewide, CDE staff analyzes the data for trends and consistency and contacts select LEAs for verification prior to certifying the data statewide.
  • Once all errors and anomalies are corrected and verified, the data are certified statewide and posted via the CDE Data and Statistics Web page. This usually occurs in the spring.
  • Changes cannot be made to CBEDS data after statewide certification, which usually occurs in December.

Slide 16 – Significant Dates

The following are significant dates for CBEDS:

  • CBEDS training is made available online by August 1.
  • CBEDS coordinators receive data collection information by August 16.
  • Information Day is October 4.
  • Data are due to the CDE on or before October 31.
  • On November 1, the CDE will notify LEA superintendents and independently reporting charter school administrators if CBEDS data are not received by the deadline.
  • The CBEDS cycle ends, and data are certified statewide on December 15.

Slide 17 – Instructions for Completing the CBEDS Forms

This completes the CBEDS overview portion of this presentation. Next we will cover the instructions for completing the CBEDS forms, starting with the County/District Information Form (CDIF).

Slide 18 – County/District Information Form (CDIF)

The CDIF shall be completed by county offices, district offices, The California Education Authority, State Board of Education Agencies, Statewide Benefit Charter Agencies, and State Special Schools. Independently reporting charter schools do not complete a CDIF.

Slide 19 – Classified Staff – CDIF (Section A)

  • Classified staff are employees of the county or district not requiring certification qualifications. An exception to this is non-certificated administrators at the level of assistant, deputy, or associate superintendent or higher. These staff are not to be included in the count of classified staff.
  • On lines 1–3, report the number of classified staff in full-time equivalent (FTE) positions as of Information Day.
  • Report classified staff data by gender and racial/ethnic designation.
  • Note: Single school districts are to report all classified staff on the SIF, not on the CDIF.

Slide 20 – Classified Staff FTE – CDIF (Lines 1–3)

  • When reporting classified staff, report FTE counts to two decimal places. For example, full-time would be reported as 1.00 FTE, two-thirds time would be reported as .67 FTE, and half-time would be reported as .50 FTE.
  • If classified staff work more than one position, report the FTE of each position. For example, if a full-time employee works half-time as a “paraprofessional” and half-time as “other classified,” report each position as .50 FTE.
  • If classified staff work at more than one location, report the FTE at each site. For example, if a half-time employee is assigned to both the district office and a school site, report .25 FTE at each location.

Slide 21 – Estimated Number of Teacher Hires – CDIF (Section B)

  • Report the projected or estimated number of teachers you plan to hire for the following school year.
  • Report data to one decimal place.
  • Report full-time equivalent positions that are new or vacated.
  • Only include classroom teaching and specialist positions.
  • In “Other Specializations” do not include:
    • Administrative positions
    • Pupil services positions
    • Classified positions
  • Report data for all schools in your district, except any charter schools that report their data independent of your district. IRCs are to report their estimated teacher hires on the School Information Form (section E).

Slide 22 – School Information Form (SIF)

We have completed the instructions for the CDIF portion of this presentation. Next we will provide instructions for completing the SIF, which shall be completed for each school.

Slide 23 – Classified Staff – SIF (Section A)

  • Classified staff are employees of the school not requiring certification qualifications. An exception to this is noncertificated administrators at the level of assistant, deputy, or associate superintendent or higher. These staff are not to be included in the count of classified staff.
  • On lines 1–3, report the number of classified staff in FTE positions as of Information Day.
  • Report classified staff by gender and racial/ethnic designation.
  • Single school districts are to report all staff on the SIF, not the CDIF.

Slide 24 – Classified Staff FTE – SIF (Lines 1–3)

  • When reporting classified staff, report FTE counts to two decimal places. For example, full-time would be reported as 1.00 FTE, three-fifths time would be reported as .60 FTE, and a quarter-time would be reported as .25 FTE.
  • If classified staff work more than one position, report the FTE of each position. For example, if a full-time staff member works half-time as a “paraprofessional” and half-time as “other classified,” report each position as .50 FTE.
  • If classified staff work at more than one location, report the FTE at each site. For example, if an “other classified” staff position is considered half-time and he/she is assigned to two schools, report .25 FTE at each school.

Slide 25 – Kindergarten Program Type (Section B)

This section collects data on the kindergarten and transitional kindergarten (TK) program type offered by each school. Data in this section are required to be reported for every school in the district, regardless of whether or not the school serves kindergarten students.

  • On line 1, select the type of kindergarten program the school offers by selecting one of the program types from the options provided.
  • On line 2, select the type of transitional kindergarten program the school offers by selecting one of the program types from the options provided.
  • Program type options include full-day, part-day, both, or none. While the maximum school day in kindergarten is 4 hours, schools that have adopted an early primary program (extended-day kindergarten) are allowed to exceed 4 hours, and thereby may offer a full-day program.

Slide 26 – Parental Exception Waivers – SIF (Section C)

  • Parental exception waivers are waivers from parents of English learners who petition for enrollment in a bilingual education class or other generally recognized alternative course of study.
  • On line 1, report the total number of new and renewal parental exception waivers that have been requested, either granted or denied, in the last year.
  • On line 2, report the number of waivers from line 1 that have been granted in the last year.
  • Waiver activity is to be reported from October 6, 2016 through June 30, 2017.
  • Since these counts represent data over the last year, applicable data for closed schools shall be reported.

Slide 27 – Educational Calendar – SIF (Section D)

This section collects data on the type of calendar on which the school operates.

On line 1, indicate the type of educational calendar on which the school operates.

  • If the school does not operate a year-round calendar, only select traditional.
  • If the school offers both year-round and traditional calendars, select traditional as well as the appropriate year-round track type.
  • If the school operates on a year-round calendar, select either single-track or multitrack.

On line 2, if the school operates under a single-track or multitrack calendar, select one of the year-round calendar types.

On line 3, report the school’s start and end date. The start date should represent the first day of instruction and the end date should represent the last day of school. For schools operating on a multitrack calendar, the start date should represent the first day of school for the earliest track, and the end date should represent the last day of school for the latest track.

Slide 28 – Additional Reporting Requirements

This completes the reporting of SIF data for most schools. However, if you are, or have, an independently reporting charter (IRC) school, or a school participating in the School Improvement Grant (SIG), there are additional reporting requirements. Independently reporting charter schools are to report Estimated Teacher Hires on the SIF in section E.

Schools participating in SIG are to report Increased Learning Time, School Year Minutes, Advanced Coursework/Dual Class Enrollment, and Attendance Rate data on the Supplemental SIF in sections F through I.

Note: Since SIG data are for the prior school year, applicable data for closed schools shall be reported in the SIG sections (F through I), if applicable.

Slide 29 – Estimated Number of Teacher Hires (Section E)

As we just mentioned, IRCs are to report Estimated Teacher Hires on the SIF in section E. The reporting requirements for this section is similar to those reported by the district on the County/District Information Form in section B. Please refer to the CDIF slide 21 for details on reporting these data.

Slide 30 – Increased Learning Time – SIF (Section F)

The next four sections of the SIF, sections F through I, apply only to schools participating in the SIG. As mentioned in slide 28, SIG data are to be reported for the prior school year. If you have a school participating in the SIG, continue with this slide for instruction on reporting Increased Learning Time.

  • If the school increased learning time since SIG implementation, on lines 1–6, indicate all methods used to increase learning time.
    • Methods include:
      • Longer school year
      • Longer school day
      • Before or after school
      • Summer school
      • Weekend school
      • Another method
        • If “another method” was used, on line 7, provide a brief description of how learning time was extended.
  • If the school has not increased learning time, on line 8, indicate “Did not increase learning time.”

Slide 31 – School Year Minutes – SIF (Section G)

In this section, report the number of minutes all students were required to be in school for the prior school year.

  • When reporting school year minutes, include any minutes added due to increased learning time.
  • Only include minutes for which all students had the opportunity to participate.
    • Do not include minutes if there was a selection process for the activity. For example, an after school program available only to a subset of students, such as those who are failing a course.
  • Values for school year minutes must be within 40,000 and 200,000.

Slide 32 – School Year Minutes (Continued)

When reporting school year minutes, if the school has a different number of required minutes for different grade levels, calculate and report the average minutes. For example, if you have 230 students enrolled in kindergarten through second grade for a total of 54,500 minutes, and 150 students enrolled in grades three through five for a total of 56,000 minutes, and 90 students enrolled in grade six for a total of 56,250 minutes, the average would be calculated by multiplying the enrollment by the minutes for each grade range and adding the results for all grades, then dividing by the sum of the enrollment for all grades, as shown on the slide. In the example shown, the average would be 55,314 minutes.

Slide 33 – Advanced Coursework/Dual Class Enrollment – SIF (Section H)

In this section, report the number of ninth through twelfth grade students completing advanced coursework and/or dual class enrollment in the prior school year.
  • On line 1, report the number of students who completed advanced coursework, such as: Advanced Placement (AP), International Baccalaureate (IB), and Advanced mathematics courses.
  • On line 2, report the number of students who completed at least one class in a postsecondary institution.
  • On line 3, report the number of students who completed both advanced coursework AND at least one class in a postsecondary institution. In other words, report students who were counted in both of the previous two categories.
  • Students may be reported in multiple categories, but should only be reported once in each category, even if they completed more than one course in that category. For example, if a student completes two advanced courses, they would only be counted once in the advanced coursework category. If the same student also completed a course at a postsecondary institution, the student would be counted once in each of the three categories.

Slide 34 – Attendance Rates – SIF (Section I)

In this section, report the student and teacher attendance rates.

  • On line 1, report the school’s student attendance rate.
    • The student attendance rate is calculated by adding the number of days that students attended school and dividing by the sum of the number of days that students were enrolled.
    • Dropouts should be included in the calculation based on their attendance and enrollment in the school.
  • On line 2, report the school’s teacher attendance rate.
    • The teacher attendance rate is calculated by adding the total number of FTE days that teachers worked and dividing by the maximum number of FTE-teacher working days.
    • Include part-time teachers in the calculation.
    • Do not include administratively approved leave for professional development, field trips, or other off-campus activities with students, as a teacher absence.
  • Report rates as a decimal to the fourth digit. For example, 100% would be reported as 1.0000, and 90% would be reported as 0.9000.

Slide 35 – CBEDS-ORA Overview

This completes the instructional portion of our training for completing each of the CBEDS forms. Next we will provide a brief overview on how to use CBEDS-ORA and highlight some of its features.

Slide 36 – CBEDS-ORA Features

CBEDS-ORA provides CBEDS coordinators access to the following features:

  • A List of Expected Schools, which is a list of the schools in the LEA that are expected to report CBEDS data. This list is also used to notify the CDE of temporary school closures, or non-operational schools.
  • The ability to view or update district and/or IRC CBEDS coordinator’s contact information. It is important to keep contact information up-to-date to ensure receipt of CBEDS correspondence.
  • The ability to key enter or update CDIF/SIF data.
  • The ability for advanced users to import, or load a file containing CDIF/SIF data in order to bypass key entry. CBEDS-ORA also allows users to export, or obtain a file of CDIF/SIF data contained in CBEDS-ORA.
  • Various reports, which allows users to view or print reports compiled from reported school and district data. Select reports reflect prior year data and may be used for comparison and verification purposes.
  • The ability to electronically Submit/Certify your CBEDS data.

Slide 37 – Entering/Editing Data in CBEDS-ORA

There are two options available for entering CDIF and SIF data into the CBEDS-ORA. The first option is manual key entry, which is used by most districts and IRCs. The second option is to import data, which bypasses key entry and loads a file containing CDIF/SIF data. The importing option will be discussed later in this training. Right now we will provide instructions for key entering/editing CDIF/SIF data.

  1. Select the “Edit” option from the main menu.
  2. Select a school or the “District Office (CDIF)” from the list of schools in the drop-down menu and click on the “Select” button.
  3. Once the system loads the school or district office information, a screen showing the available sections for you to edit will be displayed. Select the section you wish to enter data for and click on the “Edit/Update Data Below” button.
  4. Click on the “Save” button to save and view your keyed entry, or you may click the “Cancel” button to exit without saving.

    Note: If an error is detected in the data that have been entered/keyed into the system, a note with an explanation of the error will be displayed at the top of the screen. You will not be allowed to save and exit if errors have been detected. You must fix the error(s) prior to saving and exiting, or you may select the “Cancel” button to exit without saving.
  5. To select another site to edit, click on the “Select a School or District Office” button at the top of the screen and repeat the appropriate steps above.

Note: If there is a school in the drop-down list that is not in operation this year, notify the CDE per instructions on the List of Expected Schools before entering data for the school.

Slide 38 – Edit Screen

This slide shows a screen shot of the edit screen for reporting classified staff on the SIF through CBEDS-ORA. This screen will be the default screen for most LEAs when they choose to edit data for a school. From this screen you may choose to enter data for any of the sections by clicking on the appropriate section letter and selecting the “Edit/Update Data Below” button. You may also choose to select another site to edit by clicking on the “Select a School or District Office” button, or you may choose one of the navigational links on the page to return to the Main Menu, or one of the other main pages within the application.

Slide 39 – Importing & Exporting Data in CBEDS-ORA

As previously mentioned, importing data files is one option available to LEAs for entering CDIF and SIF data into CBEDS-ORA.

  • The import option is available to LEAs that have their data available electronically, for example from a student information system, who wish to bypass the key entry option and upload data files into the application.
  • Data files must be formatted to meet the CBEDS-ORA Import File Specifications, which are available through CBEDS-ORA from the Export screen, or from the CBEDS [http://www.cde.ca.gov/ds/dc/cb/index.asp] Web page.
  • The import option is located from the “Advanced Features” option from the Main Menu.
  • Files are checked against format and validation checks prior to upload.
    • You will need to review the Import File Submissions report to see if your file passed the format and validation checks. This report is displayed after attempting to import your file, and is available from the Reports Menu.
    • If your file fails, it will not be uploaded. You will need to review the provided Format Checker Report, fix the identified errors, and reimport a file.
    • If your file passes, it will be uploaded and data will be viewable through the edit screens and reports.

Note: If importing data, you must still go through the process of submitting/certifying your data.

In order to obtain a file of the data in CBEDS-ORA, users have the option to export data files.

  • The export option is located from the “Advanced Features” option from the Main Menu.
  • Exporting may be used to back up or save your data to a text file.

Slide 40 – Importing/Exporting Screens

This slide shows a screen shot of the import and export screens within CBEDS-ORA.

Import

To import a file, navigate to the Import screen by selecting Advanced Features from the Main Menu and select the Import option. From the Import screen, select the Browse button. Select the file you wish to import, then select the Upload File button. Only text files that have been formatted to meet the CBEDS-ORA File Import Specifications will be uploaded. Please do not attempt to upload a Word, Excel, PDF, or other non “text” file type.

Export

To export a file, navigate to the Export screen by selecting Advanced Features from the Main Menu and selecting the Export option. From the Export screen, select the Export Data button and save the file to your computer. If your LEA has IRCs, you will have the option of including or excluding these schools from your data file. For your convenience, the export screen contains a link to the CBEDS-ORA File Import Specifications.

Slide 41 – CBEDS-ORA Reports

This slide contains the reports available from CBEDS-ORA. Depending on your LEA type (e.g., independently reporting charter schools), fewer reports may be available to you.

  • Current year forms include links to blank CDIF/SIF forms.
  • Completed CDIF/SIF forms display data that have been entered.
  • Prior year reports include reports of the CDIF and SIF forms showing data that were reported last year.
  • Summary reports include:
    • A District Summary, which is a summary of all the data entered on each of the SIFs.
    • A Summary of Current and Last Year report, which summarizes the data reported at the district level for each section and includes current and prior year totals.
    • Section by school summary reports, which list each school and section totals.
  • Other reports include:
    • The Errors and Warnings report, which displays all of the errors and/or warnings that were triggered for your LEA.
    • An Explanation of Errors and Warnings, which explain each error and warning and why they are triggered.
    • An Import File Submissions report, which only pertains to LEAs importing CDIF/SIF data. This report provides the status of import files and whether or not they passed the format and validation checks.
    • A Certification Receipt, which is only available after you have successfully submitted/certified your data. This report displays the date and time of your submission.   

Slide 42 – Submitting Data through CBEDS-ORA

After key entering and/or importing your LEA’s data, you must go through the process of submitting and certifying your data. This slide describes the process for submitting/certifying your data.

  • Prior to attempting to submit/certify your data, ensure you have followed the instructions on slides 12–14 for collecting, verifying, and submitting data.
  • To submit your data:
    1. Select the “Submit/Certify Data” option from the Main Menu.
    2. Then click on the “Submit/Certify Submission” button to begin the certification process. At this point, the system will go through a final check to validate the data. Once the check is complete, a report will be displayed indicating any errors and/or warnings. As mentioned before, warnings must be verified and all errors must be fixed prior to data submission and certification.
    3. If no errors are detected in your data, and the information on the Certification Receipt is accurate, click on the “Submit/Certify” button to submit your data.
  • Once your data have been successfully submitted, you will receive a Certification Receipt with a date and time stamp which can be printed for your records.

Hopefully these resources, as well as the contents of this training, were successful in providing you with the information you need to collect and submit accurate, timely CBEDS data.  Should you need further assistance submitting your LEA’s CBEDS data, please do not hesitate to contact our office.

Questions:   CALPADS/CBEDS/CDS Operations Office | cbeds@cde.ca.gov | 916-324-6738
Last Reviewed: Friday, August 25, 2017
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