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General CBEDS Questions
Where is my password to install the Professional Assignment Information Form (PAIF) software?
You can find the password at the top of your CBEDS Materials List or on the List of Expected Schools.
Where can I get more Administrative Manuals for CBEDS Coordinators and School Principals?
The Administrative Manual, as well as additional CBEDS forms and materials are available on the CBEDS Instructional Materials Web site.
Can I use the CBEDS software on multiple computers or on our district network?
Yes. For step-by-step instructions, please visit our Web site at http://www.cde.ca.gov/ds/sd/cb/deanews.asp.
Our CBEDS shipment did not include enough paper PAIFs for all our new teachers. Who should we contact?
Additional forms can be printed from the CBEDS Instructional Materials Web site or the CBEDS software. Copies can also be made from blank forms. If there is a problem with your shipment (no shipment, incorrect materials, etc.), contact the Educational Demographics Office, at 916-327-0219.
Do county and district offices report CBEDS for their charter schools?
Yes. County and district offices are to report CBEDS for all charter schools to which they have authorized a charter, regardless of funding selection. CBEDS data are used in over 20 different funding formulas, so if the data are not submitted, some funds may be jeopardized.
Why was a new school with the school code 0000001 added to my district?
The new school (code 0000001) has been created for reporting special education students going to non-public non-sectarian schools (NPS). If you do not have any data to report, delete the NPS school from the SIF software prior to submitting your data.
How do we obtain a CDS number for a new school or make corrections for an existing school?
To obtain a CDS number for a new school, call the CDS Administrator, at 916-327-4014 or visit our Web site at http://www.cde.ca.gov/ds/si/ds/. Corrections to the school name for an existing school should be made on the CBEDS List of Expected Schools and faxed to the Educational Demographics Office, at 916-327-0195.
If I use the software to submit my district's CBEDS data, should I submit the back-up paper copies also?
No. Please don not do this! You do not need to submit the back-up copies for the CDIF/SIF or PAIF if you are submitting the data over the Internet.
I am using the CBEDS software on CD-ROM. How do I send my completed CBEDS data back to the Educational Demographics Office?
From the File menu, select submit data (via Internet), and follow the prompts. Complete instructions are in the Quick Guide to the SIF/CDIF, or the Quick Guide to the PAIF located on the CBEDS CD-ROM. Please note, the SIF/CDIF and the PAIF programs are separate software applications, so you must submit data through each application in order to submit all of your CBEDS data.
If I find an error in the CBEDS data I submit in October, how do I amend the data?
If you are using software, key enter your corrections and resubmit the data via the Internet. If you are using paper PAIFs, e-mail your corrections to Shirley Kato at skato@cde.ca.gov. All amendments must be submitted by February 15, 2008.
County District Information Form (CDIF)
Which classified staff do I report in Section A of the CDIF?
Report employees assigned to the county or district office and "other classified" staff who serve at more than one school site. Do not use this Section to total the classified staff for your entire county or district. Please exclude regional occupational program (ROP), preschool, child care, or adult education classified employees in Section A.
In Section B of the CDIF, should I include students who have been identified as gifted and talented but are not participating in the program?
Yes. This is a count of all students identified by the district as gifted and talented whether or not they are participating in the program.
My district requires Algebra I to graduate. Do I report Algebra I in both portions of Section D?
Yes, report Algebra I as part of the minimum units needed to graduate in mathematics on line 7 and in the Algebra I or Integrated Mathematics I on line 15.
Which interdistrict transfer students should I count in Section E?
Count the number of approved interdistrict transfers received by your district as of Information Day, regardless of the length of time the student has attended your district.
School Information Form (SIF)
How do I report the classified staff who work half-time as paraprofessionals and half-time as office/clerical?
Report the employees as full-time and select either paraprofessional or office/clerical as the type of position.
When should I use the "Multiple or no Response" column?
The ethnic designation titled "Multiple or no Response" is an interim measure to collect aggregated data from districts that have decided to allow parents, students, or classified staff to identify more than one race or ethnicity or to not make an identification. Since the federal standards specify allowing individuals to identify more than one race, we felt it was important to allow districts additional flexibility in reporting. At this time there is not a requirement for districts to change current procedures for collecting racial and ethnic data.
How will enrollment be collected this year?
School-level student enrollment counts will be based on student-level data collected through the Annual Statewide Student Identifier (SSID) Maintenance. CBEDS coordinators should work closely with local educational agency (LEA) staff responsible for obtaining SSIDs and submitting the Annual SSID Maintenance data to ensure a smooth transition. If you have any questions regarding the Annual SSID Maintenance process, please contact the California School Information Services Office at 916-325-9260, or by e-mail at ssid@csis.k12.ca.us, or visit their Web site at http://www.csis.k12.ca.us/library/statewide-identifier/default.asp. (Outside Source)
Since enrollment data are not collected through CBEDS this year, can the enrollment reports that are available in the CBEDS software be printed?
Current year enrollment reports are no longer available from the CBEDS software.
Do I need to report graduates and dropouts on CBEDS this year?
Yes. This year LEAs will report graduate and dropout data through CBEDS, as well as through the Annual SSID Maintenance process. Your Annual SSID Maintenance submission will serve as the official source of graduate and dropout counts.
If I have graduates meeting high school graduation requirements through independent study, or who successfully completed a high school equivalency exam (i.e., General Education Development [GED] or California High School Proficiency Exam [CHSPE]) reported on line 14 in Section F, Educational Options, should they also be reported in Section B, Graduates?
If any of these graduates received a regular high school diploma since the last CBEDS by meeting all state high school graduation requirements reported on the CDIF in Section D, and passed the California High School Exit Exam (CAHSEE), if required, they should also be counted on the SIF in Section B, line 7. Do not count students in Section B if they received a GED or CHSPE but did not receive a diploma.
If a student does not pass the CAHSEE in time for graduation, but does eventually pass, when is he/she reported as a graduate?
A student is reported as a graduate in the school year in which he/she passes the CAHSEE.
In Section C, Enrollment in Selected High School Courses, may I report students who are pre-enrolled for other advanced math or physics in the spring semester?
Yes. If your district offers the courses in this section at different times of the year, and the students have been pre-enrolled, include these students in this section. Do not count each student more than once in each category.
May I report our eighth grade students enrolled in Intermediate Algebra in Section C, Enrollment in Selected High School Courses?
Yes, the grade levels for this section include grades seven through twelve.
Do we report regional occupational center/program (ROC/P) students in Section D, Career-Technical Education Enrollment?
No. Report the number of students who are enrolled in one or more career-technical education course excluding ROC/P. Count each student only once, regardless of how many career-technical education courses the student is taking.
Where can I find the exit/withdrawal codes that are used for reporting graduate and dropout data through the Annual SSID Maintenance process?
The exit/withdrawal codes are posted at http://www.cde.ca.gov/ds/sd/cs/ewdcodes8.asp.
Are twelfth grade seniors that did not pass the CAHSEE last year and are not currently enrolled in school reported as dropouts?
Yes. A student that is required to pass the CAHSEE and has not, and is not known to be in an educational program leading toward a high school diploma or its equivalent, is to be reported as a dropout.
How should my district determine whether a student is a dropout?
The California Department of Education defines a dropout for the October 2007 CBEDS data collection as a person who meets the following criteria:
- Successfully completed the 2005-06 school year but did not begin attending the next grade (seven through twelve) in the school to which he or she was assigned or in which he or she had pre-registered or was expected to attend during the 2006-07 school year, AND
Is not enrolled and attending school as of Information Day, 2007 and does not meet any of the exclusionary conditions.
- The above list is a summary of the instructions for reporting dropouts. For additional information, please refer to pages 7-9 of the Administrative Manual for CBEDS Coordinators and School Principals (DOC; 2,643KB; 42pp.) or refer to the Dropout Guidelines for October 2007 CBEDS, posted on our Web site.
Do I report my short-term Independent study students in Section F, Education Options?
No. Report only students taking all or most of their classes through Independent study for at least a semester or for the rest of the semester.
Do I report my students who are in middle college high schools and home and hospitals in Section F, Educational Options?
Yes. Report students in middle college high schools and home and hospitals in the "Other" category in Section F.
The computer lab at our school has 10 computers connected to the Internet. Do I count this as one or ten Internet connections on line 2 in Section G, Technology?
Count each classroom or instructional setting only once, even if the classroom has more than one computer with Internet access.
Our district does not have year-round schools so how do I report this in Section H, Educational Calendar?
Only check "traditional" in part 1.
Since my school operates on both a traditional and single-track calendar, how do I complete Section H?
In part 1, check "traditional" and "single-track," and in part 2, check the appropriate single-track, year-round calendar.
In Section I, Data for No Child Left Behind, can dropouts and graduates be counted in more than one category?
Yes. These may be duplicated counts across the categories listed.
Professional Assignment Information Form (PAIF)
Who should return a completed PAIF?
A PAIF should be completed by or for every certificated administrator, pupil services staff, and teacher (including long term substitutes and short-term absentees). PAIFs should not be completed for classified employees, short-term substitutes, staff in adult education, preschool/child care, or ROC/P.
Should all charter school teachers (including those who instruct noncore and noncollege preparatory courses) complete a PAIF?
Yes. Submit a PAIF for each charter school teacher.
Do ROC/P staff complete a PAIF?
Staff who work 100 percent of their time for an ROC/P should not complete a PAIF. ROC/P staff who spend part of their time at a regular high school in the district should complete the PAIF, but report only the non-ROC/P classes. Report the position as part time and reflect only the assignments teaching non-ROC/P classes.
Are the Name and District Assigned Staff Identification Number required on the PAIF?
The name is optional. The District Assigned Staff Identification Number is required. Refer to the instructions on page 29 of the Administrative Manual for CBEDS Coordinators and School Principals (DOC; 2,643KB; 42pp.).
How should a self-contained classroom teacher with a third and fourth grade combination class report his/her assignment codes?
Complete only one assignment block using assignment code (1012) combination class for 100 percent of the teacher's time.
We have a math class that has 15 seventh graders and 15 eighth graders. Should I report the grade level as "multiple grades, no majority (K-8)?"
Since the class is evenly divided, report the higher grade level - eighth grade. It is important to report a grade level whenever possible. Select either the "multiple grades, no majority (K-8), or (9-12)" only for classes that have three or more grade levels and no majority of students.
What assignment code should a librarian or library media teacher use?
A school librarian should use assignment code 0402. A district librarian should use assignment code 0204.
What assignment code should a principal who also teaches full-time use?
Use assignment code, 6003, for "full-time teaching principal."
How should the itinerant elementary school music teacher who goes to five different schools in the district and has five classes at each school report his/her assignment?
A teacher who provides instruction to students in multiple classrooms or to multiple schools and is not the primary teacher of record for those students may report his/her assignment using one of the "support teaching" assignment codes. Refer to page 36 of the Administrative Manual for CBEDS Coordinators and School Principals (DOC; 2,643KB; 42pp.).
What assignment codes should I use for resource teachers?
If the resource teacher provides direct instruction, report code 6004. If the resource teacher has a nonteaching assignment, for example, is a resource to other teachers and does not provide instruction to students, the teacher should use assignment code 6017 and not report enrollment.
What assignment code should the speech pathologist/therapist use?
The speech pathology/therapy/hearing specialist assignment code is included with the administrative, pupil service, and clinical or rehabilitative assignment codes. Report this assignment as 0211. Since the code is not a teaching code, do not report enrollment for the assignment.
Should a full-time teacher's total assignment percents equal 100 percent or is 98 percent close enough?
Exactly 100 percent is required. Consistent use of other than 100 percent will cause errors in the full-time equivalent (FTE) staff and pupil-teacher ratio calculations. For example: a district that uses 98 percent for each of 500 teachers would have a total of 490 FTE teachers. The only exception to the "100 percent" rule is for teachers who are paid to teach an extra period or more (in excess of a full-time position). In these cases, report the "Full or Part-Time Position" as full-time and report as "Teach over 100 percent." Show assignment codes for all classes including the extra period. In this case, the percent of time spent in all assignments should total over 100 percent.
Our physical education (PE) teacher teaches five periods and is also the PE department chair. The teacher does not have a release period for the department chair assignment. How should she report her assignment?
The teacher should select an assignment code from the physical education section of the PAIF assignment codes and report each assignment as 20 percent for each period. The department chair assignment is not reported if there is no release period for the assignment.
How does a teacher report block schedule classes?
Teachers who have a block schedule (courses taught on alternative days) should report all the classes that comprise their total assignment.
A teacher in our district is on a leave of absence this year. Should we complete a PAIF for that teacher?
A PAIF should be completed by the long-term substitute who is in that position.
Should a teacher report his/her student aides on the PAIF?
No. Student aides should not be reported.
Should administrators or pupil services staff members complete the male/female enrollment, grade level, or University of California/California State University (UC/CSU) course section of the PAIF assignment block?
No. These sections are only for teachers.
How do you report the credential for the teacher who has a one-year non-renewable (out-of-state) credential?
Report the teacher as holding a full credential.
If a teacher had an emergency credential last year and this year completed the requirements for a full credential, should the teacher report both of those credentials on the PAIF?
A teacher should report an emergency credential or waiver only if it is used in his/her current assignment. In this case, the teacher should report only the full credential.
Do all certificated staff complete the credential section on the PAIF?
Certificated staff should report all teaching credentials they hold, with the understanding that the PAIF only collects teaching credentials. All teachers must report the type of teaching credential and an authorized teaching area. Administrators, pupil service staff, and clinical or rehabilitative staff do not report their administrative or pupil services credential. However, if they have a teaching credential they should report the credential.
If a teacher teaches at two schools within the same district, how should the PAIF be completed?
Submit one PAIF, but reflect the total assignment for both schools on that PAIF.
Is it okay to use the social security number for certificated staff when reporting the district assigned staff identification number?
We do not recommend that you use social security numbers, but if you do, you must inform your staff that their social security numbers are being used on CBEDS.
Do we need to report teaching credential/document numbers for administrators and pupil services staff that have a teaching credential?
No. Only report teaching credential/document numbers for teachers.
Where do I obtain a teacher's credential/document number?
The information may be found on the Internet at, http://www.ctc.ca.gov/ (Outside Source).
Note: A social security number and date of birth are required to retrieve the information.
If a teacher has more than one credential, what credential/document number should I report?
Report the most current credential/document number on file. If a valid credential/document number was reported in a prior year, it is not necessary to update this information each year.
Note: Only report one credential/document number.
In what instance do I enter a teacher's name in the credential section?
Only report the teacher's name in the credential section if the name on the credential is different from the name on the PAIF.
