CALPADS Frequently Asked Questions

List of frequently asked questions for CALPADS.

Do you have a question to which you can't find the answer here?
Try looking in relevant CALPADS documentation, which can be found on the CALPADS System Documentation Web page.

General Topics

Charter Schools

Information regarding Charter Schools can be found in the CALPADS Data Guide, which is located on the CALPADS System Documentation Web page.

Code Mapping

Will CALPADS roll over code mapping from year to year?

Can code mappings be downloaded?

English Learners

Does the Enrolled in US School less than Three Cumulative Years Indicator (2.46) include years at pre-school, private school, or home school?

If a student was reclassified fluent English proficient (RFEPed) at a prior school and that school did not report this information to CALPADS, how should the current LEA report the student’s English language acquisition status?

If a student was reclassified fluent English proficient (RFEPed) at a prior school and that school was a private school, how should the current district report the student’s English language acquisition status?

If a student was reclassified fluent English proficient (RFEPed) at a prior school and that school was out of state, how should the current district report the student’s English language acquisition status?

LEA Listserv and CALPADS E-mail

How can LEAs receive informational updates from CALPADS?

What should an LEA do if it has not been receiving any e-mail or list serve messages from CALPADS?

Non-Public Schools (NPS)

What is an NPS?

Do NPS schools have to submit data to CALPADS?

Parent/Guardian Information

Are LEAs required to report a student’s parent or guardian information in CALPADS?

Pre-ID

How will the Pre-ID process work with CALPADS?

Will reporting race and ethnicity on the Pre-ID files be consistent with the two-part question being required this year in CALPADS?

Race/Ethnicity

Where can LEAs find more information about race and ethnicity data collection in CALPADS?

What should an LEA do if the parent of a student of Middle Eastern descent objects to the student being categorized with a Race Category of “White”?

Security

What should an LEA do if the email with the CALPADS-generated user account password goes to wrong user?

Summer School

Are LEAs required to report summer school enrollments?

Title III Immigrant Data

Is the R30 SNOR data collection collected independent of CALPADS?

Anomalies Topics

Anomalies

Information regarding anomalies can be found in the CALPADS SSID and Enrollment Procedures document, which is located on the CALPADS System Documentation Web page.

Anomaly Contacts

How do local educational agencies (LEAs) find out who the anomaly contact is in another LEA if they have an anomaly they need to resolve?

How do LEAs add or change an anomaly contact?

Can an anomaly contact be at the school-level or does the anomaly contact have to be a district-level contact?

What happens if an LEA fails to provide an anomaly contact in CALPADS?

If there is more than one anomaly contact in an LEA, which contact will be notified of an anomaly and which contact will be displayed on the anomaly screen?

Fall 1 Topics

Information regarding CTE data, Charter Schools, and Non-Public Schools (NPS) can be found in the CALPADS Data Guide, which is located on the CALPADS System Documentation Web page.

CALPADS Reporting Information

Is it required to certify Fall 1 before you can upload any Fall 2 files?

Dropout Calculations

Is CDE aware that because of the change in the date range for calculating graduates and dropouts, some dropouts will not be counted and some graduates will be counted twice?

Errors

Where can LEAs get more detail on what the submission errors in CALPADS mean?

Immigrant Students

Can LEAs ask for a student or parent or guardian’s citizenship status on an enrollment form to help make a determination of whether or not the student is eligible for Title III Immigrant services?

Migrant

Where can I obtain the Migrant Student ID (Field 3.20) for a student?

Which Migrant student identifier should an LEA populate in the Migrant Student ID (Field 3.20)?

Program Data

For programs collected in CALPADS, are LEAs reporting eligibility or participation?

What if an LEA cannot determine a student’s actual eligibility start date because the determination was not made at that LEA?

Will CALPADS retain Special Program eligibility/participation history?

How do LEAs report students participating in Title I, Part A if the school is operating a school-wide program?

Since all students are eligible to receive meals when a school qualifies under Provisions 2 or 3 of the National School Lunch Program, are schools still required to submit program records for each student considered eligible for the Free and Reduced Price Meal Program?

Race/Ethnicity

Special Education

Are LEAs required and/or allowed to submit student enrollments to CALPADS for special education students who are participating in the Extended Year Services program as indicated in their Individualized Education Plans (IEPs)], since these are not considered summer school enrollments?

Are LEAs required to submit special education program records (SPRG) for students with 504 plans?

Student Addresses

Can an LEA report a P.O. Box in element 2.36 (Residential Address Line 1)?

What address should LEAs use for incarcerated or homeless students?

If a physical address can not be recognized by the U.S. Postal Service, will CALPADS be able to accept the record?

Student Demographics

Is a student’s “legal name” required in CALPADS?

What is the definition of a student’s “legal name?”

How do I enter a student’s name when the student has a one word legal name? For example, the student is named “Sting” with no last name.

Submissions

What are the submission dates are for Fall 1 and Fall 2 reporting for CALPADS?

Summer School Data

Are LEAs required to report summer school enrollments?

Title III Immigrant Data

Is the R30 SNOR data collection collected independent of CALPADS?

Inter-District Transfers

What types of Inter-district Transfers are LEAs required to report to CALPADS?

Are we required to populate the District of Geographic Residence (Field 2.35) for all inter-district transfers?

Fall 2 Topics

CALPADS Reporting Information

What are the CALPADS submission deadlines?

What are the date ranges for CALPADS reporting?

When will the templates for the Fall 2 extracts be available?

Is it required to certify Fall 1 before you can upload any Fall 2 files?

Career Technical Education (CTE) Data

Are Carl Perkins data required to be submitted in CALPADS?

How will CALPADS calculate counts of CTE participants and concentrators?

Are the two CTE Pathway elements CTE Pathway Code (field 2.48) and CTE Pathway Completer Indicator (field 2.49) required? If we do not submit either of these fields), will the file be rejected?

Are LEAs required to submit data for Regional Occupational Centers and Programs (ROC/Ps)?

Can ROC/Ps obtain administrator accounts for CALPADS?

Do we need to report ROP time in a teacher’s FTE? In CBEDS LEAs did not report it.

Can an LEA use a Career Technical Education (CTE) State Course Code (4000-5000 series) for a course if the school does not run a CTE Program? If so, then what should an LEA select for the CTE Course Provider Code field?

Charter Schools

What data are required for the course enrollment and course completion data submissions and who has to submit them?

Course Enrollment and Completion Data

Where is there documentation that shows the state course codes grouped by subject area, similar to how they were grouped in the CBEDS Administrative Manual?

What course data will be required of educational options schools (juvenile court, community day, county community, continuation, alternative schools of choice)?

How should LEAs report a course that has multiple Instructional Strategies within the same course section?

How do LEAs report a course section if the teacher teaching it does not have a SEID?

Has CDE designated a CALPADS State Course Code (formerly CBEDS) that is never used for CALPADS reporting, but which districts could use to filter student lunch or other scheduled activity that doesn’t need to be included in the fall submission?

How should LEAs report enrollment in distance learning classes?

How should LEAs report enrollment in block scheduled classes for the Fall Data Submission?

Middle schools sometimes have a class called an “exploratory wheel”, in which groups of students are exposed to several different subjects on a rotating basis, spending several weeks studying one subject and then moving on to another.

How should LEAs report elementary students’ course enrollment in pullout (support) classes?

If a junior high student is taking a class at a high school, what information is the high school required to send for this student?

What is the code set for the UC/CSU admission requirement in the student course section file?

How do we know which courses meet UC/CSU requirements?

Are we only submitting course sections for primary enrollments? What about short-term or secondary?

If an elective course falls into one of the NCLB Core content areas, should it still be reported to CALPADS even though it’s an elective course?

If an elective course falls into one of the NCLB Core content areas, is the teacher teaching the course subject to Highly Qualified Teacher reporting requirements?

In a K-8 school, UC/CSU approved courses (approved for another LEA) are offered and the credits are accepted by the other LEA. Do we submit them as approved?

In a school with an A/B schedule, both do not occur on Census Day. How should this type of course schedule be reported?

Course Data to be Reported

If a school is not in regular session on Census Day, or if one attendance track of the school is not in regular session, how is school enrollment to be reported?

If a school, or a track within the school, is not in regular session on Census Day, and if some students have course enrollments that differ before and after Information Day, which course enrollments should LEAs report?

Should LEAs report students in study hall with State Course Code 6002 (Home room, study hall)?

CTE Courses

Should another element be used to indicate that Agriculture or any other Career-Technical Education class is being provided by ROC/P?

Independent Study Courses and Programs

Many CBEDS codes no longer exist. How do LEAs report on self-contained classes by grade, special education, support or itinerant teacher assignments, and independent study if there are no assignment codes for them?

How do LEAs report independent study (sometimes referred to as “home-schooling”) courses in CALPADS?

Errors

Where can LEAs get more detail on what the submission errors in CALPADS mean?

Highly Qualified Teacher and No Child Left Behind (NCLB) Core Course Information

What is the definition of NCLB Core Course?

For grades 6-8, how do LEAs determine if a course is considered elementary or secondary level core for the purposes of NCLB reporting?

What are the types of teachers not subject to HQT reporting?

What are the types of teachers subject to HQT reporting?

Staff Data and SEIDs

When is an LEA expected to report substitute teachers in the Staff Assignment and Staff Demographics Files, and are SEIDS required for them?

How does an LEA report the FTE for a staff member that works at multiple sites? If the staff assignment file is collecting the FTE per job classification and not by specific assignments, how would an LEA report a teacher that teaches 50% at school A and 50% at School B?

Who should LEAs contact to obtain the Statewide Educator Identifier (SEID) for a staff member?

Are SEID numbers required for all LEA staff?

Are all LEA staff, both certificated and classified, to be reported to CALPADS?

What Staff Job Classification Code do LEAs use for intern teachers?

How do LEAs enter data for itinerant teachers?

What is the appropriate way to handle a short-term sub that the LEA does not want to count on their CALPADS report?

May the school site administrator be reported with the assignment and course enrollment?

Should LEAs report contracted teachers on the Fall Submission?

How will the FTE % be determined in CALPADS?

Should adult education teacher assignments be reported?

Should district child-care employees be counted in CBEDS-ORA?

If a teacher had a teaching assignment at a year round school where the last day of attendance occurred prior to information day and then took assignments at a brand new school, which operates on a traditional calendar where they had new assignments on Information Day, are both assignments to be counted, essentially reporting this teacher at 200 percent?

What type of staff positions need to be reported in Fall 2?

What staff positions require certification?

Will the number 999999999 be accepted in the Staff Demographic and Staff Assignment records if a staff person does not have a SEID?

Will the number 9999999999 be accepted in the Course Section record if the assigned staff person does not have a SEID?

Will the number 9999999999 be accepted in the Course Section record for a teacher with a lifetime credential who has not yet been assigned a SEID by the Commission on Teacher Credentialing (CTC)?

Are all administrators required to have a SEID, such as a non-certificated Assistant Superintendent?

Should managers be reported as Non-Certificated Administrators (25)?

If a classified manager has a SEID but it is not required for the job, do we report that person in CALPADS?

How do non-certificated Administrators get a SEID?

Will we be able to enter a SEID in CALPADS and see what another district has for that teacher?

Will the FTE% for an individual staff person be evaluated across LEAs or just within the LEA (i.e. does the 200% limit include assignments in one or multiple LEAs)?

How should itinerant and RSP (support) teachers be reported in CALPADS?

Can Staff Assignments be deleted?

How should itinerant and RSP (support) teachers be reported in CALPADS?

Submissions

What are the submission dates are for Fall 1 and Fall 2 reporting for CALPADS?

Does all staff data need to be directly extracted from the LEAs Student Information System (SIS)?

General Topics

CALPADS/California School Information Services (CSIS) Data Comparison

Is there a document that compares the CSIS files with the CALPADS File Specifications?

Yes, there are several documents on the CSIS CALPADS Documents Web page (Outside Source) including:

CALPADS File Specifications (CFS)-aligned Gap Analysis Tools: These tools and the listing of data elements within them follow the same format as the CFS.
CFS Gap Analysis and Planning Tool: This tool contains a master list of all CALPADS data elements and their code sets as well as a worksheet for State Reporting LEA and SSID-only LEAs with references to the CFS. This tool is designed for use by IT support staff.

There are many codes that existed in the CSIS code sets that do not have an equivalent code in CALPADS. Do I still keep them in my local SIS?

CSIS will continue to provide services for academic records transfer (ART) and eligibility in the local context (ELC) that include additional codes and code sets not used for CALPADS data collection. While CALPADS data collection does not use the CSIS Data Dictionary and Code Sets, LEAs who continue to submit data through CSIS for ART and ELC should continue to maintain data elements and associated codes as identified in the CSIS Data Dictionary and Code Sets and associated file transmission formats. Before submitting data to CALPADS, LEAs should consider whether there is a need to set up translations of any local codes to valid CALPADS codes.

CALPADS Documentation

What documentation is available for CALPADS?

Most of documentation for CALPADS can be found on the CALPADS Systems Documentation Web page including:

CALPADS File Specifications (CFS) - The CFS document includes an overview of the CALPADS file formats, an overview of the CALPADS data submission windows, the CALPADS submission calendar, description of the document conventions, and a detailed outline of all CALPADS file formats.
CALPADS Code Sets – The CALPADS Code Sets document is in MS Excel format and contains the current code values referenced in the CFS for the coded value data elements. The CALPADS Code Sets document includes the code set name, coded value, name, and description for each code value in the table.
CALPADS Valid Code Combinations – This document shows codes that can only be used in specific combinations in CALPADS.
CALPADS SSID and Enrollment Procedures – This document contains specific procedures and business rules for obtaining and maintaining Statewide Student Identifiers (SSIDs).
CALPADS Data Guide – This document provides guidance specifically for LEAS on the data being collected in CALPADS.
CALPADS Error List – This document contains descriptions for each error generated when submitting data up to CALPADS.
CALPADS Release Updates – This document contains the latest information on technical fixes that have occurred in CALPADS.

The rest of the documents are found from the “Help” menu once you log in to CALPADS:

CALPADS User Manual – This documents contains detailed instructions on “how to use” CALPADS, including “How to log in,” “How to navigate,” “How to enroll a student,” etc.
LEA Operations Manual – This document contains information for LEA CALPADS administrators regarding “How to assign local user access,” “How to map local codes,” and “How to assign anomaly contacts and certifiers.”
CALPADS Quick Start Guides – These guides provide step by step instructions for key CALPADS functionality.

back to top

Will there be valid codes defined that the LEA can use to indicate that a record should be ignored by CALPADS (for example, to eliminate course records used locally to schedule lunch)?

Currently there is no plan to provide these codes and if an LEA uses invalid codes, the records will be rejected.

CALPADS Participation

Is participation in CALPADS mandatory?

Yes. In order to comply with federal law as delineated in the No Child Left Behind Act (NCLB) of 2001 (20 U.S.C. Sec. 6301 et seq.), California Education Code Section 60900 requires local educational agencies to use unique pupil identification numbers (Statewide Student Identifiers or SSIDs) for students enrolled public K-12 local educational agencies, and retain all data required by NCLB, including but not limited to, data required to calculate enrollment in addition to dropout and graduation rates.

Consistent with California Education Code Section 49069, parents and legal guardians have the right to access any and all pupil records related to their children that are maintained by school districts, including data in CALPADS. Parents or legal guardians desiring to inspect their child’s CALPADS data should first contact the LEA or independently reporting charter school where the student is enrolled to initiate this procedure, and then the LEA will make the data available to the parent or guardian.

CALPADS Reporting Information

What are the CALPADS submission deadlines?

You can find the CALPADS submission deadlines on the CALPADS Reporting Calendar Web page.

CALPADS User Accounts

How can an LEA determine who the LEA Administrative account holder is for their LEA?

LEAs may contact the CALPADS Service Desk by submitting a service ticket online via the CALPADS Service Request Form or by sending an e-mail to calpads-support@cde.ca.gov stating their request.

CBEDS vs. CALPADS

What is the difference between the California Basic Educational Data System (CBEDS) and CALPADS?

The data previously collected through CBEDS are now being collected by two data systems - California Basic Educational Data System (CBEDS) - Online Reporting Application (ORA)—known as CBEDS-ORA—and the California Longitudinal Pupil Achievement Data System (CALPADS) (These data were previously requested through the School Information Form [SIF], the County-District Information Form [CDIF], and the Professional Assignment Information Form [PAIF]).

CBEDS-ORA collects all of the school and district-level data that were collected on the SIF and CDIF (e.g., educational calendar, units required for graduation, etc.). In addition, CBEDS-ORA collects aggregate-level counts of classified staff and counts of students for certain Educational Options programs (e.g., magnet programs).
CALPADS collects all individual-level data related to students and certificated staff, with the exception of credential and authorization information previously collected on the PAIF. The credential and authorization information is maintained by the Commission on Teacher Credentialing.

Code Mapping

Will CALPADS roll over code mapping from year to year?

Yes, local codes that LEAs have mapped to CALPADS codes will be available in the subsequent year and will be defined by academic year; therefore, each year is identifiable. Each academic year, LEAs should review the CALPADS Code Sets and update their code mappings that have been rolled over from the prior year with any necessary changes.

Currently there is no capability to download code mapping. The capability has been added to the list of possible future enhancements.

English Learners

Does the Enrolled in US School less than Three Cumulative Years Indicator (2.46) include years at pre-school, private school, or home school?

For Title III reporting purposes, the years a student was enrolled in a pre-kindergarten program count only if the student was enrolled in a California public school program. The time a student was homeschooled or in a stand-alone pre-kindergarten agency (e.g., a child care center) does not count towards the three cumulative years.

back to top

If a student was reclassified fluent English proficient (RFEPed) at a prior school and that school did not report this information to CALPADS, how should the current LEA report the student’s English language acquisition status?

If the current LEA is unable to get the prior school to report these records, the workaround is for the current LEA to report them. This change will need to be manually made in CALPADS under the English Language section of the student profile. For the EL record use the first day of enrollment in the current LEA as the Effective Start Date and the EL date from the cumulative file as the English Language Acquisition Status Start Date. For the RFEP record use the day after the first day of enrollment in the current LEA as the Effective Start Date and the student’s reclassification date from the cumulative file as the English Language Acquisition Status Start Date.

back to top

If a student was reclassified fluent English proficient (RFEPed) at a prior school and that school was a private school, how should the current district report the student’s English language acquisition status?

Per the California Code of Regulations, a student must always be retested after entering a California public school for the first time, therefore, the current district would establish a student's first English language acquisition status documented in CALPADS.

back to top

If a student was reclassified fluent English proficient (RFEPed) at a prior school and that school was out of state, how should the current district report the student’s English language acquisition status?

LEA Listserv and CALPADS E-mail

How can LEAs receive informational updates from CALPADS?

LEAs may sign up for the CALPADS-LEA one-way listserv on the CALPADS Listserv Web page.

This problem may be due to an LEA email systems' use of anti-spam filters that block suspicious emails. Unfortunately, these anti-spam filters sometimes block emails sent by the California Department of Education (CDE).

In order to receive messages about CALPADS from the CDE, we ask that LEAs remove IP address 165.74.253.23, 165.74.253.30, and 165.74.253.31 from any list of IP addresses that are blocked by the LEA’s email system software and add a global white list for the domains mlist.cde.ca.gov and cde.ca.gov. LEAs should provide this information to the appropriate technical staff within the LEA so they can remove these IP addresses and email domains from the LEA's anti-spam filter so that others within the LEA do not encounter the same problem.

Non-Public Schools (NPS)

What is an NPS?

Pursuant to California Education Code Section 60010(o):

"Nonpublic, nonsectarian school" means a private, nonsectarian school that enrolls individuals with exceptional needs pursuant to an IEP, employs at least one full-time teacher who holds an appropriate credential authorizing special education services, and is certified by the California Department of Education. It does not include an organization or agency that operates as a public agency or offers public services, including but not limited to, a state or local agency, or an affiliate of a state or local agency, including a private, nonprofit corporation established or operated by a state or local agency or a public university or college.”

NPS schools do not submit data directly to CALPADS. The LEA that is responsible for the student (district of special education Accountability a.k.a. district of residence) is required to submit data to CALPADS for the Fall-1 Submission, which includes the SSID Enrollment, Student Information, and Student Program records. The LEA is not to submit staff or course enrollment/completion data for NPS students. Please see Figure 1-8: CALPADS Data Collection Periods, Windows, and Required File Formats and Figure 2-1: Expected Schools for Each Data in the CALPADS File Specifications (CFS) located on the CALPADS System Documentation Web page.

Parent/Guardian Information

Are LEAs required to report a student’s parent or guardian information in CALPADS?

The parent/guardian fields are NOT required to be populated. They are collected to assist in student identification for the purposes of assigning SSIDs. LEAs may choose not to send any parent/guardian information if it's unknown or not appropriate. For example, if the student is in an institution such as juvenile hall, in foster care after being removed from a home for safety reasons, it may be inappropriate to provide the parent/guardian.

Pre-ID

How will the Pre-ID process work with CALPADS?

For the 2009-10, the process will remain essentially the same and SIS vendors should continue to support the creation of the Pre-ID file from the student information system. More information on the process for 2010-11 will be forthcoming.

back to top

Will reporting race and ethnicity on the Pre-ID files be consistent with the two-part question being required this year in CALPADS?

Yes, the race and ethnicity questions reported on the Pre-ID files for 2009-10 will be consistent with the two-part question being required this year in CALPADS.

You can locate the 0910 Pre-ID layout on the CDE Pre-ID Web page.

Race/Ethnicity

Where can LEAs find more information about race and ethnicity data collection in CALPADS?

Please refer to the California Department of Education Race and Ethnicity FAQ Web page.

back to top

What should an LEA do if the parent of a student of Middle Eastern descent objects to the student being categorized with a Race Category of “White”?

The federal definition of the Race Category “White” is: “A person having origins in any of the original peoples of Europe, North Africa, or the Middle East.” Therefore, students of Middle Eastern descent are placed in the “White” category. If a parent objects, an LEA can remove the Race Category of “White” and indicate that the Race Category is missing. This will ultimately result in the student being aggregated into a category for federal reporting called “Two or More Races.”

Security

What should an LEA do if the email with the CALPADS-generated user account password goes to wrong user?

If an LEA suspects that the email containing the CALPADS user account password went to the wrong user, the LEA should contact the CALPADS Service Desk at 916-325-9210.

Summer School

Are LEAs required to report summer school enrollments?

No, LEAs are not required to submit summer school enrollments. The CDE recommends that summer school enrollments not be reported as it is likely the summer school enrollment record will cause a concurrent enrollment to be created. Per the CALPADS SSID and Enrollment Procedures, LEAs are not required to obtain or maintain SSIDs for summer school students.

Title III Immigrant Data

Is the R30 SNOR data collection collected independent of CALPADS?

No. The data previously collected in the SNOR data collection is now collected through CALPADS. These data are collected twice annually in CALPADS – once in the Fall 1 data submission and once again in the Spring data submission. In the Fall 1 data submission, LEAs can view their Title III Eligible Immigrant counts in the following supporting reports:

2.2 – Title III Eligible Immigrants – Count by Birth County
2.3 – Title III Eligible Immigrants – Percentage Change

In the Spring data submission, LEAs are asked to certify the following report which takes the highest of the counts taken in the Fall 1 data submission and the Spring submission:

2.1 – Title III Eligible Immigrants - Count

Anomalies Topics

Anomaly Contacts

How do local educational agencies (LEAs) find out who the anomaly contact is in another LEA if they have an anomaly they need to resolve?

If the anomaly contact is not listed on the anomaly report screen, you should contact the CALPADS Service Desk either by submitting a service ticket online or by calling 916-325-9210.

Only the LEA administrator can update the anomaly contact.
To remove the role:

Log into CALPADS with the California Department of Education (CDE) LEA administrator account and find the user who currently has the role.
Click on Edit
Find the Anomaly Contact Role in the assigned roles column (right side of the page), then remove it.
Save

To add the role:

Find the user to add the role to
Click on Edit
Find the role on the left side in the Available Roles box
Then click on it and add
Save

Can an anomaly contact be at the school-level or does the anomaly contact have to be a district-level contact?

Yes, anomaly contacts can be at both the school and district levels.

Currently, the system will assign the LEA administrative contact as the default for the anomaly contact if the LEA has failed to provide one.

back to top

If there is more than one anomaly contact in an LEA, which contact will be notified of an anomaly and which contact will be displayed on the anomaly screen?

CALPADS does not send anomaly notifications, however, if there is more than one anomaly contact for an LEA, both will show on the screen (if the user clicks on "School Contact" from the anomaly screens).

Fall 1 Topics

CALPADS Reporting Information

Is it required to certify Fall 1 before you can upload any Fall 2 files?

It is not a requirement to certify Fall 1 before uploading Fall 2 files. However, since the Fall 1 certification deadline is first and Fall 2 the checks for student enrollment, focus should be placed on completing Fall 1 before completing Fall 2.

Dropout Calculations

Is CDE aware that because of the change in the date range for calculating graduates and dropouts, some dropouts will not be counted and some graduates will be counted twice?

Yes. CDE is aware that there may be overlaps or omissions in the 2009-10 transition year because of the changes that were made to the date range of the dropout/graduates reporting window.

Errors

Where can LEAs get more detail on what the submission errors in CALPADS mean?

A list of errors and descriptions can be found in the CALPADS Error List document located on the CALPADS System Documentation Web page. Additionally, within the CALPADS application, under the “Help” menu, LEAs can utilize the Quick Start Guides for more information on these errors.

Immigrant Students

Can LEAs ask for a student or parent or guardian’s citizenship status on an enrollment form to help make a determination of whether or not the student is eligible for Title III Immigrant services?

No. School officials are not allowed to require children or their parents to prove that they are in this country legally, through evidence such as green cards, citizenship papers or social security numbers as a result of a court ruling in Plyer v. Doe, 1982 (Outside Source). This ruling gives undocumented students the right to attend public schools and participate in all school activities.

Migrant

Where can I obtain the Migrant Student ID (Field 3.20) for a student?

Migrant Regions should provide each LEA with a list of the eligible migrant students. The Migrant, Indian, and International Education Office at the California Department of Education (CDE) has arranged with TROMIK Technology to develop a special report for this purpose. The report will be generated on the Migrant Student Information Network’s Student Locator at WestEd. The list will contain the given and surname of each student along with several corresponding data elements such as Migrant Student Identifiers (IDs) and the migrant program start date. These data will be disaggregated by each LEA served in the region. These reports can be given to districts to use to update their data systems with migrant student information. Please be aware that when LEAs enter data into CALPADS for migrant students, particular care should be taken in populating the following data elements, which will be submitted to CALPADS in the Student Program File:

Field 3.13 Education Program Code: If the Migrant Student ID is populated, then the Education Program Code (Field 3.13) must be code135 (Migrant)
Field 3.14 Education Program Membership Code: 1 (Eligible)
Field 3.15 Education Program Membership Start Date: Enter the (QAD) in this field
Field 3.16 Education Program Membership End Date: Enter End of Eligibility (EOE) date in this field (required only if the student is no longer in the program)
Field 3.20 Migrant Student ID: Enter the Migrant Student Directory (MSD) number

LEAs should use only the federal Migrant Student Directory (MSD) number (numeric only) as assigned in the Migrant Student Information Exchange Initiative (MSIX). DO NOT use the identifier assigned by the COEstar Information System which may contain alphanumeric characters.

Program Data

For programs collected in CALPADS, are LEAs reporting eligibility or participation?

For the following programs, we are asking that LEAs report program ELIGIBILITY (the student has met the criteria to receive services), whether or not that eligibility was initially determined at your school:

Special Education
Migrant Program
Free or Reduced Price Meal Program (NSLP) – must be renewed annually
Gifted and Talented Education Program

For all other programs, you should report program PARTICIPATION (receiving services). Participation should only be reported if the student actually received the services through your LEA.

back to top

What if an LEA cannot determine a student’s actual eligibility start date because the determination was not made at that LEA?

We recognize that this information may not always be available. If an LEA is not able to obtain this information from the other LEA, you should use the date that the determination was made by your LEA.

Yes, CALPADS will retain program eligibility and participation history.

back to top

How do LEAs report students participating in Title I, Part A if the school is operating a school-wide program?

LEAs should not submit Student Program records for students receiving services through a school-wide Title I, Part A school program. CALPADS will only collect student-level program participation in Title I, Part A if the student is receiving targeted services. The California Department of Education (CDE) collects, at the state-level, which school are receiving funding for NCLB Title I, Part school-wide services; therefore, the CDE can derive counts of students receiving NCLB Title I, Part A school-wide services based the school’s participation and the count of students enrolled in that school.

back to top

Since all students are eligible to receive meals when a school qualifies under Provisions Two or Three of the National School Lunch Program, are schools still required to submit program records for each student considered eligible for the Free and Reduced Price Meal Program?

Yes, CALPADS requires program eligibility records for each student in order for those students to be included in the accountability subgroup for socio-economically disadvantaged.

Race/Ethnicity

Where can LEAs find more information about race and ethnicity data collection in CALPADS?

Please refer to the California Department of Education Race and Ethnicity FAQ Web page.

back to top

What should an LEA do if the parent of a student of Middle Eastern descent objects to the student being categorized with a Race Category of “White”?

Special Education

LEAs are not required to submit these enrollments to CALPADS but may if they wish. If an LEA decides to submit these enrollments to CALPADS, then the LEA should submit an enrollment record for the student with an Enrollment Status of 10 (Primary). The LEA should also submit the Student Information and Student Program records. To avoid creating a concurrent enrollment error (CCE), the LEA where the student is enrolled during the regular academic year must exit the student with a T160 (Transfer to another CA Public School) and then re-enroll the student at the start of the new school year (after the student is exited from the school where they are receiving Extended Year Services). CALPADS does not currently have a way for LEAs to report (via the student’s program record) that the enrollment is for Extended Year Services.

No. LEAs should only submit special education program records for students with individualized education plans (IEPs).

Student Addresses

Can an LEA report a P.O. Box in element 2.36 (Residential Address Line 1)?

CALPADS allows a P.O. Box addresses to be populated for the Residential Address in the Student Information file.

Students with a primary residence category code (Field 2.33) of "homeless" are not required to have an address in CALPADS. The address for incarcerated students should be the address of the institution in which they are incarcerated.

back to top

If a physical address can not be recognized by the U.S. Postal Service, will CALPADS be able to accept the record?

Yes the address will be accepted. CALPADS does not perform validation against the U.S. Postal Service address directory.

Student Demographics

Is a student’s “legal name” required in CALPADS?

Yes. According to the California Code of Regulations, Title 5, Section 432 (Varieties of Pupil Records), the principal of each school shall keep on file a record of enrollment for each pupil currently enrolled in the school. "Mandatory Permanent Pupil Records" are those records which schools are directed to compile by California statute authorization or authorized administrative directive including the legal name of the pupil.

There is no definition of a student’s legal name defined in statute. Best practices suggest that local educational agencies adopt practices or develop a standard, such as requiring the parent or guardian to provide a government issued document with the child’s name. Examples of such documents include: state identification card, passport, driver’s license, birth certificate or other birth naming document, court order, etc.

The definition provided in the CALPADS File Specification document is: “The Student Legal First Name of the student. The Student Legal First Name is the first name of the person which is given to a person after birth (e.g., birth, baptism, or other naming ceremony certificate; or birth verification document) or through legal action (e.g., marriage, divorce, adoption, or name change).”

back to top

How do I enter a student’s name when the student has a one word legal name? For example, the student is named “Sting” with no last name.

Both the first name (Field 2.11) and last name (Field 2.13) should be populated with the one word name.

Submissions

What are the submission dates are for Fall 1 and Fall 2 reporting for CALPADS?

See the dates on the CALPADS Reporting Calendar Web page.

Summer School Data

Are LEAs required to report summer school enrollments?

Title III Immigrant Data

Is the R30 SNOR data collection collected independent of CALPADS?

2.2 – Title III Eligible Immigrants – Count by Birth County
2.3 – Title III Eligible Immigrants – Percentage Change

In the Spring data submission, LEAs are asked to certify the following report which takes the highest of the counts taken in the Fall 1 data submission and the Spring submission:

2.1 – Title III Eligible Immigrants - Count

Inter-District Transfers

What types of Inter-district Transfers are LEAs required to report to CALPADS?

An Inter-district Transfer Code (Field 2.34) is required only for the following types of inter-district transfers:

Formal Inter-district Transfers per Education Code Section 46600
NCLB School Choice Transfers due to Program Improvement (intra- or inter-district)
NCLB School Choice Transfers due to a Persistently Dangerous School
District of Choice Transfers per Education Code Section 48313

The following types of transfers MUST NOT be identified as inter-district transfers in CALPADS:

Disciplinary transfers to Educational Options schools
Transfers that occur when the student has established residency when their parent or guardian works in the district per Education Code Section 48204(b)
Transfers to charter schools with open enrollment policies

back to top

Are we required to populate the District of Geographic Residence (Field 2.35) for all inter-district transfers?

Formal Inter-district Transfers per Education Code Section 46600
NCLB School Choice Transfers due to Program Improvement (intra- or inter-district)
NCLB School Choice Transfers due to a Persistently Dangerous School
District of Choice Transfers per Education Code Section 48313

Fall 2 Topics

CALPADS Reporting Information

What are the CALPADS submission deadlines?

You can find the CALPADS submission deadlines on the CALPADS Reporting Calendar Web page.

Academic Year: 7/1/09 – 6/30/10
Reporting Year: 8/16/08 – 10/7/09
Grads & Dropouts: 8/16/09– 8/15/10
Enrollments: 8/16/08 – 10/7/09
Lost Transfers: Exits between 8/16/09 and 8/15/10 and no subsequent enrollment up to 10/6/10.
No Shows: (N420s) 5/15/2009 - 8/15/2009

When will the templates for the Fall 2 extracts be available?

The Fall 2 file extract templates are available now in CALPADS on the Help landing page. The templates are not listed in the Help dropdown. One must go to the Help landing page to view the list of templates.

Is it required to certify Fall 1 before you can upload any Fall 2 files?

Career Technical Education (CTE) Data

Are Carl Perkins data required to be submitted in CALPADS?

Yes, if you receive funding for the Carl Perkins Program, you are required to submit career technical education (CTE) data for K-12 students to CALPADS. For the 2009-10 reporting year you should continue to submit data in the traditional manner in addition to reporting the data in CALPADS. In subsequent years, CALPADS will be the primary source for CTE data for the Carl Perkins Program. For more information, look in the CALPADS Data Guide.

CTE Participants are calculated by counting all students who have completed one or more CTE courses. These CTE courses can be found in the 4000-5000 series of codes of the Course Group State code set in the CALPADS Code Sets document.
CTE Concentrators are calculated by counting all students who have designated a CTE Pathway Code (field 2.48) in the Student Information File.
CTE Completers are calculated by counting all students who have a CTE Completer Indicator (field 2.49) in the Student Information File.

back to top

Are the two CTE Pathway elements CTE Pathway Code (field 2.48) and CTE Pathway Completer Indicator (field 2.49) required? If we do not submit either of these fields), will the file be rejected?

Regional Occupational Centers and Programs (ROC/Ps) cannot submit data directly to CALPADS. ROC/Ps must submit their data, generally course enrollment and completion data, through the LEAs in which the students are primarily enrolled. Thus, it is incumbent upon LEAs to obtain these data from the ROC/Ps. Course sections administered by ROC/Ps should be reported by the LEAs for both course enrollment and course completion. If an LEA does not have information on teachers instructing ROC/P courses, a “9999999999” may be used instead of the Statewide Educator Identifier (SEID) in the course section file.

No. ROC/Ps cannot obtain LEA CALPADS administrator accounts, and they cannot submit data directly to CALPADS. ROC/P courses that students are enrolled in and/or complete must be submitted through the LEA where the student is primarily enrolled.

Do we need to report ROP time in a teacher’s FTE? In CBEDS LEAs did not report it.

Report the FTE percentage for the courses a teacher teaches at that school. If the teacher teaches the courses at a Regional Occupational Center, then the FTE percentage for that assignment would NOT be included for the school.

Yes, if the content of the course matches the description of one of the CTE State Course Codes, then it can be used even if the school does not run a formal CTE program. Because the CTE Course Provider Code field is required when using one of the CTE State Course Codes, LEAs should select the “District” option.

Charter Schools

What data are required for the course enrollment and course completion data submissions and who has to submit them?

This information is available in the CALPADS Data Guide in the “Course Data Overview” section available on the CALPADS System Documentation Web page.

Course Enrollment and Completion Data

Where is there documentation that shows the state course codes grouped by subject area, similar to how they were grouped in the CBEDS Administrative Manual?

The CALPADS Valid Code Combinations document (“Course Group – Content Area Cat” worksheet) shows the state course codes by subject/content area. This document can be found on the CALPADS Systems Documentation Web page.

back to top

What course data will be required of educational options schools (juvenile court, community day, county community, continuation, alternative schools of choice)?

Educational options schools will be required to submit course enrollment data but are currently not required to submit course completion data. For more information, see the “Course Data Overview” section in the CALPADS Data Guide located on the CALPADS System Documentation Web page.

back to top

How should LEAs report a course that has multiple Instructional Strategies within the same course section?

For the 2009-10 reporting year, LEAs may only select one instructional strategy for each course section (this will likely change in the 2010-11 reporting year). If a course section uses more than one instructional strategy, then use the following hierarchy to determine which one to choose:

Special Education
Home and Hospital
Any of the EL Strategies

A “generic” SEID of “9999999999” can be used on a teacher’s course section record in the following scenarios only:
NOTE: “9999999999” will NOT be accepted in the Staff Demographic and Staff Assignment Files so LEAs cannot submit these records in these files for these teachers:

Course sections taught by lifetime credential-holders who have not yet been assigned a SEID.
Course sections taken at a Regional Occupational Center (ROC) and taught by ROC/P teachers not under the direct administration of the LEA.
Course sections taken for high school/college credit at a community college taught by college professors.
Course sections that are not NCLB core courses taught by non-certificated teachers at charter schools.

back to top

Has CDE designated a CALPADS State Course Code (formerly CBEDS) that is never used for CALPADS reporting, but which districts could use to filter student lunch or other scheduled activity that doesn’t need to be included in the fall submission?

No, LEAs can only submit valid State Course Code assignments found in the CALPADS File Specifications code sets to CALPADS.

CALPADS documentation can be found on the CALPADS System Documentation Web Page.

For all classes that are being taught via distance learning, the class will be identified using Field 9.24 (Distance Learning Indicator).

Schools with a block (alternate day) schedule should report all the classes that comprise teacher assignments and student enrollments. For example, if classes 1, 2, and 3 meet on Monday, Wednesday, and Friday, and classes 4 and 5 meet on Tuesday and Thursday, all of those classes should be reported for both the teachers and students.

back to top

Middle schools sometimes have a class called an “exploratory wheel”, in which groups of students are exposed to several different subjects on a rotating basis, spending several weeks studying one subject and then moving on to another. How should LEAs report these classes in the Fall Data Submission?

The information is to be reported as follows:

Field 9.07 – CRS-State Course Code: identifies the subject area(s) being taught.
Field 9.08 – CRS-Local Course ID: identifies the LEAs code for the specific course.
Field 9.09 – CRS-Course name: the local name given for the course.
Field 9.14 – Course Section ID
Field 9.19 – Course Section Instructional Level Code: identifies if the course is being taught at a non-standard instructional level.
Field 9.18 – Class ID: identifies all course sections being taught in the “exploratory wheel” with the same Class ID
Field 9.16 – SEID: identifies the teacher that is teaching the course.
Field 10.14 – Course Section ID: identifies the course in which the student is enrolled.

Note that there are other fields that may be needed. See the CALPADS Data Guide, Section 2.3 Course Data Overview for more information.

For support teaching assignments, a given teacher should be given an educational service job classification of “itinerant or pull-out/push-in;” then, in the course section record, the State Course Code should be “3020” (Consultation/Support – elementary or secondary). If the assignment is specific to students in special education, then the “special education” instructional strategy should be selected in the course section record as well.

The above information is required to report teaching assignments. Student course enrollment records are NOT required for itinerant or pull-out/push-in teaching assignments.

back to top

If a junior high student is taking a class at a high school, what information is the high school required to send for this student?

The high school must have the student enrolled with a Secondary Enrollment Status (20). They must include the student in Student Course Record submission showing the student as enrolled in the class.

What is the code set for the UC/CSU admission requirement in the student course section file?

The code set can be found in the CALPADS Code Set document and the code set is titled “College Admission Requirement.”

How do we know which courses meet UC/CSU requirements?

The Valid Code Combinations document on the CALPADS Web page contains a tab entitled “Course Group Master Combos.” This spreadsheet indicates which state course codes are most likely to meet UC/CSU requirements. However, an LEA should refer to its approved UC/CSU-approved course list to determine if that specific course has been approved by UC or CSU for the LEA.

Are we only submitting course sections for primary enrollments? What about short-term or secondary?

Course sections are submitted for Primary, secondary and short term enrollment statuses. Course sections should NOT be submitted for students with an Enrollment Status of 40 (Receiving Specialized Services Only). If a student is enrolled and taking CAHSEE Intensive Instruction courses and the LEA is receiving ADA for the student, then they should be coded with an Enrollment Status Code of 10 (Primary).

If an elective course falls into one of the NCLB Core content areas, should it still be reported to CALPADS even though it’s an elective course?

Yes, LEAs should report all courses that a student is taking, whether or not those courses are elective or not. There are a couple of exceptions however; it is not necessary to report the following electives to CALPADS:

Student aide (teacher’s assistant)
Homeroom
Study Hall

If an elective course falls into one of the NCLB Core content areas, is the teacher teaching the course subject to Highly Qualified Teacher reporting requirements?

Yes, any teacher teaching a course that falls within one of the NCLB Core content areas is subject to HQT reporting.

In a K-8 school, UC/CSU approved courses (approved for another LEA) are offered and the credits are accepted by the other LEA. Do we submit them as approved?

No, in order to submit the courses to CALPADS as UC/CSU-approved, they must be approved by UC/CSU for your LEA.

In a school with an A/B schedule, both do not occur on Census Day. How should this type of course schedule be reported?

LEAs should report course enrollment for the courses occurring during the term in which Census Day falls, even if the specific class does not meet on Census Day. In this specific scenario, you would report both the A and B schedules.

Course Data to be Reported

If a school is not in regular session on Census Day, or if one attendance track of the school is not in regular session, how is school enrollment to be reported?

The CALPADS Census Day enrollment count is based upon all students who have an open enrollment record in CALPADS, even if their attendance track is off on Information Day. To ensure that these students are counted LEAs need to make sure that the student has an open enrollment that starts from the beginning of the year, but no later than Census Day.

If a school, or a track within the school, is not in regular session on Census Day, and if some students have course enrollments that differ before and after Information Day, which course enrollments should LEAs report?

LEAs must submit/report courses for students that have open enrollments as of Fall Census Day, the first Wednesday in October. If Census Day occurs when some enrolled students are off track, the Fall 2 submission should include the course sections and the students with open enrollments on Census Day in those course sections scheduled on the first day that the tracks are in session after Census Day.

Should LEAs report students in study hall with State Course Code 6002 (Home room, study hall)?

That is a local decision. As per the CALPADS Data Guide, Section 2.3.5 Course Enrollment and Completion, page 103:

LEAs are not required to submit course enrollment data for the following activities:

Lunch, free period, student aide, homeroom, and study hall (6002-homeroom, study hall).
Note that submission is optional for homeroom and study hall.

Should another element be used to indicate that Agriculture or any other Career-Technical Education class is being provided by ROC/P?

All Career-Technical Education Classes, including Agriculture, that are being provided by ROC/P must be identified using element 9.27 CTE Course Section Provider Code. LEAs should enter the code value for “Regional Occupational Centers and Programs”. In addition, since course section records require SEIDs, and the LEAs may not maintain the SEIDs for teachers employed by ROC/Ps, LEAs may use a “9999999999” for the SEIDs of these teachers in order to enable the submission of course section records.

From these submitted data, the CDE will create the required federal Perkins Report. Note that CALPADS data will not satisfy all Perkins reporting requirements, and some additional data will continue to be collected through the CDE program office.

The CALPADS course codes no longer contain codes that are specific to the following:

Self-contained classes by grade or combinations of grades
Special education
Support teaching assignments
Itinerant teaching assignments
Independent study

Follow the guidance below on how to appropriately code your course sections that previously used the CBEDS assignment codes that are no longer in the CALPADS Code Sets:

Self-contained classes by grade or combinations of grades
In the Course Section File, CRS-State Course Code (Field 9.07), use the Course Group State code for “Self-contained” (code 1000) for each course section record.
The grade level of the students in the class will be determined from the Student Information File; therefore, it is not necessary to have individual course codes for self-contained classes by each grade.
Special Education
Special Day Classes - In the Course Section File, CRS-State Course Code (Field 9.07), use the Course Group State “Self-contained” code (Code 1000). Then use “Special Education” (Code 700) in the Instructional Strategy Code (Field 9.22).
Departmentalized special education classes - In the Course Section File, CRS-State Course Code (Field 9.07, use the Course Group State code that represents the specific content area being taught and then use the “Special Education” (Code 700) in the Instructional Strategy Code (Field 9.22).
Support Teaching Assignments
In the Staff Assignment File, use an Educational Service Job Classification Code of “Itinerant or Pull-out/Push-In” (Code 27) in the Staff Job Classification Code (Field 8.13) for the teacher.
In the Course Section Record, use Consultation/Support – elementary or secondary (code 3020) in the CRS-State Course Code (Field 9.07).
If this assignment is specific to students in special education, then in the Course Section File, use the “Special Education” (Code 700) in the Instructional Strategy Code (Field 9.22).
NOTE: Student course enrollment records are NOT required for Itinerant or Pull-out/Push-In teaching assignments.
Itinerant Teaching Assignments–
If the teacher is an itinerant teacher providing departmentalized instruction (e.g., band) and NOT pull-out/push-in instruction then,
1. In the Staff Assignment File, use an Educational Service Job Classification Code of “Itinerant or Pull-out/Push-In” (Code 27) in the Staff Job Classification Code (Field 8.13) for the teacher.
2. Create a course section record for the specific content area they are teaching (e.g., band).
If the teacher is an itinerant teacher providing pull-out/push-in instruction then,
1. Select an Educational Service Job Classification of “Itinerant or Pull-out/Push-In” (code 27) for the teacher.
2. In the Course Section Record, use Consultation/Support – elementary or secondary (code 3020) in the CRS-State Course Code (Field 9.07).
3. If this assignment is specific to students in special education, then in the Course Section File, use the “Special Education” (Code 700) in the Instructional Strategy Code (Field 9.22).
NOTE: Student course enrollment records are NOT required for Itinerant or Pull-out/Push-In teaching assignments.
Independent Study – see FAQs below, “How do I report elementary independent study courses in CALPADS?” and “How do I report secondary independent study courses in CALPADS?”

How do LEAs report independent study (sometimes referred to as “home-schooling”) courses in CALPADS?

While we recognize that independent study courses are not usually put into a master schedule, it is necessary to capture student course enrollment information for the purposes of Highly Qualified Teacher reporting under NCLB. In addition, the course enrollment data reported in CALPADS will be used to determine whether or not a teacher is appropriately assigned once the California Longitudinal Teacher Integrated Data Education System (CALTIDES) becomes operational in 2012.

Reporting Elementary-level Independent Study Courses

Independent study courses for elementary grades (this can include middle grades, depending on standards level of content) should be reported to CALPADS as course sections in the Course Section File. For each course section:

Use the “Self-contained” (code 1000) in CRS-State Course Code (Field 9.07).
The Independent Study Indicator (Field 9.23) should be set to “Y.”

Reporting Secondary-level Independent Study Courses

Independent study courses for secondary grades (this can include middle grades, depending on standards level of content) should be reported to CALPADS as course sections in the Course Section File. The course sections should reflect specific content the teachers are teaching,

Create a course section for every teacher and content area they are teaching.
Use the appropriate CRS-State Course Code (Field 9.07) representing the content being taught.
The Independent Study Indicator (Field 9.23) should be set to “Y.”

For example, if Teacher A teaches math, English, and science, you would create three course sections for Teacher A. If Teacher B teaches the same courses, you would create three additional sections for Teacher B.

Errors

Where can LEAs get more detail on what the submission errors in CALPADS mean?

Highly Qualified Teacher and No Child Left Behind (NCLB) Core Course Information

What is the definition of NCLB Core Course?

An NCLB core course is defined as a course that has been designated by the local educational agency as providing instruction in one or more (multiple subject classes are considered “core”) of the NCLB Core academic subject areas. NCLB defines core academic subject areas as English, reading/language arts, mathematics, science, foreign languages, civics/government, economics, arts, history, and geography. Courses in charter schools must meet the same NCLB core requirements.

back to top

For grades six through eight, how do LEAs determine if a course is considered elementary or secondary level core for the purposes of NCLB reporting?

The NCLB Core Course Instructional Level (Field 9.11) is determined locally and is based on the academic standards level of the course content. Generally, if a middle grades course is departmentalized, then it is considered “Secondary” (Code “S”) unless the course is being taught below grade level (remedial instruction), in which case you would use “Elementary” (Code “E”). The NCLB Core Course Instructional Level (Field 9.11) should not be determined solely by the grade level of the students in the class.

What are the types of teachers not subject to HQT reporting?

The following types of teachers are not subject to HQT reporting and any courses taught by these types of teachers should be marked as “not core,” even if they are providing instruction in one of the NCLB core content areas:

Teachers providing support instruction (RSP Teachers)
Distance learning classroom monitors
Teachers delivering courses at a Regional Occupational Center
College professors delivering college courses to high school students
Teachers delivering online courses provided by a public or private agency

Any course sections reported for these teachers should be marked as “not core”.

What are the types of teachers subject to HQT reporting?

All teachers who are teaching a course with an NCLB Core Course Indicator and Instructional Level of E (Elementary) or S (Secondary)and using a Course Group State code with a NCLB Core flag of Y (see Valid Code Combinations , Course Group Master Combos) are subject to HQT reporting, with the exceptions cited in the previous question above.

Staff Data and SEIDs

When is an LEA expected to report substitute teachers in the Staff Assignment and Staff Demographics Files, and are SEIDS required for them?

Substitute teachers should be reported if they are in the classroom on Information Day and the permanent teacher is not expected to return by October 31st of the reporting year. If the permanent teacher is expected to return before October 31st, you would report the permanent teacher.

A SEID is required for all certificated staff records (including substitute teachers) submitted to CALPADS in the Staff Assignment and Staff Demographic Files. If your substitute teacher does not have a SEID, they can obtain one by applying for a Certificate of Clearance from the Commission on Teacher Credentialing.

back to top

How does an LEA report the FTE for a staff member that works at multiple sites? If the staff assignment file is collecting the FTE per job classification and not by specific assignments, how would an LEA report a teacher that teaches 50 percent at school A and 50 percent at School B?

Create separate staff assignment records for each job classification at each school the staff member is assigned. Include the FTE spent at each school for that job classification.

The Commission on Teacher Credentialing (CCTC) has been working with the County Offices of Education to assign SEID numbers. You may contact the Educational Demographics staff at 916-327-0219 to obtain the name of the designated person for your county.

The unique SEID number is assigned to credentialed staff only and is required in the 2010-2011 school year.

SEIDs may also be optionally obtained for a non-certificated administrators or non-certificated non-core charter school teachers by applying for a Certificate of Clearance with the Commission on Teacher Credentialing.

LEAs must submit data on certificated staff who are actively employed by the LEAs. Each element of certificated staff data must be submitted with a Statewide Educator Identifier (SEID).

There are two groups of staff data that LEAs must maintain in their local systems for submission to CALPADS. Each group of staff data is submitted to CALPADS in separate files and may come from different local systems (the abbreviations next to each group name are the CALPADS file codes):

Staff Demographics (SDEM) This group includes demographic information on certificated staff, including employment start and end dates, total years of service in the education field, and total years of service in the given LEAs.

Staff Assignment – Non-Classroom Based (SASS) This group includes job classification information on all certificated staff, as well as job assignment information for certificated staff in non-classroom based assignments.

Classified staff will be reported under OPUS, not CALPADS.

See the CALPADS Data Guide, Section 2.2 Staff Data Overview, for more information.

The Staff Job Classification Code (Field 8.13) for an intern teacher is 12 (Teacher).

Teachers with itinerant teaching assignments are identified with an educational service job classification of “itinerant or pull-out/push-in;” then, depending on whether the instructor is providing departmentalized instruction (e.g., band) or support instruction, the LEA should create a course section for the specific content area in which the teacher is teaching, or use a State Course Code of “3020” (Consultation/Support – elementary or secondary). If the assignment is specific to students in special education, then the “special education” instructional strategy should be selected in the course section record as well. NOTE: Student course enrollment records are NOT required for itinerant or pull-out/push-in teaching assignments.

See the CALPADS Data Guide, Section 2.2 Staff Data Overview and Section 2.3.1 Course Content, for more information.

back to top

What is the appropriate way to handle a short-term sub that the LEA does not want to count on their CALPADS report? May the school site administrator be reported with the assignment and course enrollment?

If the regular classroom teacher is not teaching on Information Day, but will return prior to October 30th, report the regular classroom teacher. If a long-term sub is in the class between Information Day and October 30th, report the long-term sub; otherwise report the teacher (might be a short-term sub) who has responsibility for the class. The CDE does not intend that a site administrator who is not “responsible” for the class be reported for that class.

If the LEA contracts directly with an individual teacher, that teacher should be reported in CBEDS-ORA. If the LEA has a “visiting educator” from the CDE, then this individual should also be reported in CBEDS-ORA..

If the LEA contracts with another agency (such as a community college), that teacher should not be reported.

The FTE % will be determined through Field 8.14 (Job Classification FTE Percentage) in the Staff Assignment record. For each staff member reported, LEAs must report the percentage of full-time equivalency spent in each job classification.

Note: This represents a reporting change. Previously, LEAs reported FTE percentage by job assignment. See the CALPADS Data Guide, Section 2.2.2 Job Classification and Non-Classroom Based Staff Assignment for more information.

No. Adult education data are not to be included.

Child-care employees are not to be counted.

back to top

If a teacher had a teaching assignment at a year round school where the last day of attendance occurred prior to information day and then took assignments at a brand new school, which operates on a traditional calendar where they had new assignments on Information Day, are both assignments to be counted, essentially reporting this teacher at 200 percent?

While both teaching assignments are to be reported, the count is based upon the teacher’s assignments as of Information Day, so in this scenario, the teacher would be counted one time under their new teaching assignment at the traditional calendar school, equaling 100%. Their prior teaching assignment at the year round school is not reported since they were no longer assigned the class on Information Day. The new teacher assigned to this class would be reported. This is related to Question 3.11.

What type of staff positions need to be reported in Fall 2?

Staff in positions that require certification. This includes any staff who are not certificated but serve in positions under a “local assignment option” for which the LEA has evaluated the staff as qualified, such as non-certificated administrators. Classified staff members cannot be reported in CALPADS.

What staff positions require certification?

In general, any personnel falling into one of the following classifications would be required to be certificated when employed by a public school district:

Teacher (providing any direct instruction to students)
Pupil Services Personnel (counselors, librarians)
Health Services (school nurse, psychologist)
Administration and supervision

For specific information on each of these classifications, refer to The Administrator’s Assignment Manual (http://www.ctc.ca.gov/credentials/manuals-handbooks/Administrator-Assignment-Manual.pdf), published by the Commission on Teacher Credentialing.

Will the number 999999999 be accepted in the Staff Demographic and Staff Assignment records if a staff person does not have a SEID?

No. In order to submit a Staff Demographic and Staff Assignment record for a staff member, they must have a valid SEID. Non-certificated staff serving in positions requiring certification can obtain a SEID by obtaining a Certificate of Clearance from the Commission on Teacher Credentialing but it is NOT mandatory that they do so. If a SEID is not obtained for these individuals, then they cannot be reported in CALPADS.

Will the number 9999999999 be accepted in the Course Section record if the assigned staff person does not have a SEID?

Yes, if the staff person assigned to a particular course section does not have a SEID, a generic identifier of 9999999999 may be submitted in the Course Section record. Following are examples of when this might occur:

Non-certificated charter school teachers
Teachers delivering courses at a Regional Occupational Center
College professors delivering college courses to high school students
Teachers delivering online courses provided by a public or private agency
New teachers who have not been issued a SEID

Note: staff reported in the Course Section with a generic identifier of 9999999999 will not be included in the Staff FTE counts. Only course enrollment will be counted for these staff.

Will the number 9999999999 be accepted in the Course Section record for a teacher with a lifetime credential who has not yet been assigned a SEID by the Commission on Teacher Credentialing (CTC)?

No, the CTC’s conversion project was completed in 2010 and all lifetime credential-holders should now have SEIDs. If there are specific teachers in your LEA with lifetime credentials that still do not have an assigned SEID, please contact:

MaryLou Moreno-Rios, Manager
Technology and Operational Support Branch
Certification, Assignment, and Waivers Division
Commission on Teacher Credentialing
916-324-5539
mmoreno-rios@ctc.ca.gov

Are all administrators required to have a SEID, such as a non-certificated Assistant Superintendent?

All staff in positions that require an administrative services credential such as an Assistant Superintendent should be assigned a SEID by the CTC. According to the CTC’s Administrator’s Assignment Manual: “When determining if an assignment requires an individual to hold an administrative services credential, it is not the title of the position that is the determining factor but the duties the individual will be performing. Employing agencies should review the job duties for the assignment using the Title 5 regulations noted above (§80054.5).

Should managers be reported as Non-Certificated Administrators (25)?

If the manager is performing duties in a position that requires an administrative services credential, then yes. According to the CTC’s Administrator’s Assignment Manual: “Administrative services credentials may allow the holder to serve in a number of positions, including superintendent, associate superintendent, deputy superintendent, principal, assistant principal, dean, supervisor, consultant, coordinator, or in equivalent or intermediate level administrative positions. Supervision is a term used on General and Standard Services Credentials. Supervision credentials usually allow service as a supervisor, consultant, coordinator, or in an equivalent or intermediate level administrative position.”

Employing agencies should review the job duties for the assignment using the Title 5 regulations (§80054.5).

If a classified manager has a SEID but it is not required for the job, do we report that person in CALPADS?

Classified staff are not reported in CALPADS, even if they have a SEID. Only staff in positions that require certification are included.

How do non-certificated Administrators get a SEID?

If a district has used a “local assignment option” to assign a non-certificated staff member to a position requiring certification, the individual can apply for a Certificate of Clearance from the Commission on Teacher Credentialing. A SEID will then be assigned to the individual. It should be noted however, that this is NOT mandatory.

Will we be able to enter a SEID in CALPADS and see what another district has for that teacher?

No. An LEA can only view the SEID data associated to their LEA.

Will the FTE percent for an individual staff person be evaluated across LEAs or just within the LEA (i.e. does the 200 percent limit include assignments in one or multiple LEAs)?

The FTE for an individual staff person is evaluated within the LEA, not across LEAs.

How should itinerant and RSP (support) teachers be reported in CALPADS?

For teachers who work at multiple sites and/or provide support instruction to different groups of students, use Job Classification 27 in the Staff Assignment record and State Course Code 3020 in the Course Section record. The Instructional Strategy Code can be used in the Course Section record to specify if the class uses a specific strategy such as Special Education (Special Day Class) or English Learner (Bilingual, EL Mainstreaming, etc). RSP (support) teachers are not subject to HQT reporting, so these Course Section Records should be marked as "Not Core" in the NCLB Core Course Instructional Level field.

For teachers who work at multiple sites and are NOT RSP (support) teachers (for example, an itinerant band teacher), use Job Classification 27 (Itinerant or Pull-out/Push-In Teacher) in the Staff Assignment record and the appropriate State Course Code in the Course Section Record. The Instructional Strategy Code can be used in the Course Section record to specify if the class uses a specific strategy such as Special Education (Special Day Class) or English Learner (Bilingual, EL Mainstreaming, etc).

Educators with Job Classification Code 27 are not required to report Student Course Section records.

Course Group State Code:

Coded Value: 3020

Name: Consultation/instructional support

Definition: Teachers in this assignment are not providing initial direct instruction, but are providing instructional support to students with disabilities on an IEP. These teachers also may be consulting with an NCLB compliant teacher who is providing direct instruction in the core elementary or secondary curriculum.

Educational Service Job Classification:

Coded Value: 27

Name: Itinerant or Pull-Out/Push-In Teacher

Definition: An itinerant staff member assigned to more than one school site and/or a teacher who provides one-on-one or small group support or resource instruction by either pulling students out of the classroom, or coming into the classroom to provide the instruction.

Can Staff Assignments be deleted?

Yes, however LEAs should use caution when deleting a Staff Assignment, particularly if Course Section records are associated with that Staff Assignment. This may cause issues when it comes time for the LEA to certify.

How should itinerant and RSP (support) teachers be reported in CALPADS?

For RSP (support) teachers who work at multiple sites and/or provide support instruction to different groups of students, use Job Classification 27 in the Staff Assignment record and State Course Code 3020 in the Course Section record. The Instructional Strategy Code can be used in the Course Section record to specify if the class uses a specific strategy such as Special Education (Special Day Class) or English Learner (Bilingual, EL Mainstreaming, etc).

RSP (support) teachers are not subject to HQT reporting, so these Course Section Records should be marked as "Not Core" in the NCLB Core Course Instructional Level field.

Educators with Job Classification Code 27 are not required to report Student Course Section records.

Course Group State Code: 3020 (Consultation/instructional support)
Teachers in this assignment are not providing initial direct instruction, but are providing instructional support to students with disabilities on an IEP. These teachers also may be consulting with an NCLB compliant teacher who is providing direct instruction in the core elementary or secondary curriculum.

Educational Service Job Classification: 27 (Itinerant or Pull-Out/Push-In Teacher)
An itinerant staff member assigned to more than one school site and/or a teacher who provides one-on-one or small group support or resource instruction by either pulling students out of the classroom, or coming into the classroom to provide the instruction.

Submissions

What are the submission dates are for Fall 1 and Fall 2 reporting for CALPADS?

See the dates on the CALPADS Reporting Calendar.

No. The process of extracting data to be submitted to CALPADS is defined locally by each LEA. These data must be submitted in adherence to the CALPADS File Specifications (CFS).

Questions: CALPADS Operations Office | CALPADS@cde.ca.gov

Download Free Readers