August 31, 201

Dear Select CBEDS Coordinators:

CALIFORNIA BASIC EDUCATIONAL DATA SYSTEM DATA SUBMISSION PROCESS

The California Basic Educational Data System (CBEDS) is a statewide data collection that gathers basic demographic information on schools and students from local educational agencies (LEAs). The CBEDS data are to be collected as of Information Day, October 3, 2012, and submitted on or before October 31, 2012 through the CBEDS Online Reporting Application (ORA). This message provides information your LEA will need to complete the 2012 CBEDS data collection, including your LEA’s 2012 CBEDS user name and password.

CBEDS Coordinator’s Responsibilities

It is the CBEDS coordinator’s responsibility to:

• participate in online CBEDS Overview and ORA demonstration trainings;
• review the List of Expected Schools and work with the LEA’s CDS coordinator to report school closures, school name changes, and grade-span changes;
  ensure that the data for all schools in the LEA, excluding independently reporting charters, are submitted using the CBEDS-ORA;
  send summary reports to appropriate staff for review;
  correct all data errors and resolve warnings, if needed;
  update the CBEDS contact information using the CBEDS-ORA (if needed); and
• serve as the point of contact for any questions about the data submitted.

List of Expected Schools

The List of Expected Schools contains a list of schools in your LEA that are open and expected to submit 2012 CBEDS data. The list also indicates if any of the schools in your LEA is an independently reporting charter school or a school participating in the School Improvement Grant (SIG). The accuracy of this list is critical in the submission of your data, as inaccurate information may prevent the processing of your data. To verify that the List of Expected Schools is up-to-date, logon to the CBEDS-ORA at http://www3.cde.ca.gov/opuscbeds/login.aspx. Enter the user name and password that is provided below and select “Logon.” Then select the “CBEDS-ORA List of Expected Schools” option from the Main Menu. If the List of Expected Schools is not accurate, please follow the instructions provided on the page to make corrections.

Data Submitted through the CBEDS-ORA

School Information Form (SIF) and County District Information Form (CDIF) data will be collected through the CBEDS-ORA. This online application contains formatted data entry screens, built in edit checks, summary reports, and the ability to import/export data files. The CBEDS-ORA is located at http://www3.cde.ca.gov/opuscbeds/login.aspx and requires that you enter your LEA’s CBEDS user name and password to access the application.

CBEDS User Name and Password

Following is your LEA’s user name and password that you will need to access the List of Expected Schools and the CBEDS-ORA.

District/Code
CBEDS User Name
CBEDS Password

Please remember to keep your user name and password for future use. It is important that this information is only shared with the CBEDS Coordinator and the Superintendent.

Resources

The CBEDS Fall 2012 Data Collection and Contact Survey sent to CBEDS coordinators in mid-July detailed the changes to the October 2012 CBEDS collection. This correspondence is posted on the CDE Web site at http://www.cde.ca.gov/ds/dc/cb/contactltr12.asp.

Information for CBEDS coordinators including detailed instruction on CBEDS, training and collection materials, forms, letters, policies and guidelines, the CBEDS-ORA, and information on CALPADS is available on the CBEDS Web page at http://www.cde.ca.gov/ds/dc/cb/index.asp.

If you have questions about this notice or the CBEDS submission process, please contact the Educational Demographics Office at eddemo@cde.ca.gov or 916-327-0219.

Sincerely,

Karl Scheff, Administrator
Educational Demographics Office

KS:sk