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August 8, 2013 Letter to Superintendents

California Department of Education
Official Letter
California Department of Education
Official Letter
August 8, 2013

Dear County and District Superintendents and Charter School Administrators:

In a letter dated July 24, 2013, State Superintendent of Public Instruction Tom Torlakson provided an overview of the 2013–14 Budget Act for the state’s K–12 public schools and briefly described the new Local Control Funding Formula (LCFF) which replaces the current K–12 finance system. Over the next several months, the California Department of Education (CDE) in consultation with the State Board of Education (SBE) will issue a number of communications regarding implementation of the LCFF as established by Assembly Bill 97 (Chapter 47, Statutes of 2013) and as further amended by SB 91 (Chapter 49, Statutes of 2013). LCFF issues, including correspondence, answers to Frequently Asked Questions (FAQs), and other relevant information, will be available on the CDE LCFF Web page at

One of the key elements of the new funding formula is the targeting of certain disadvantaged student populations in the calculation of funding amounts to local educational agencies (LEAs). Specifically, the LCFF includes supplemental and concentration grants for targeted disadvantaged students. Targeted students are those classified as English learners (ELs), eligible to receive a free or reduced-price meal (FRPM), foster youth, or any combination of these factors (unduplicated count). California Longitudinal Pupil Achievement Data System (CALPADS) data will provide the basis for determining the unduplicated count of these targeted student populations.

Disadvantaged Student Data in CALPADS

LEAs currently submit student enrollment, student information, and program participation or eligibility data to CALPADS on an ongoing basis. LEAs do not have to submit any additional data on students as a result of the new funding formula. The data that will be used as the basis for the supplemental and concentration grants are the students who are enrolled on fall Census Day, the first Wednesday in October, and are identified as one or more of the following:

  • English learners
  • FRPM eligible
  • Foster youth

The CDE plans to identify, for each LEA, foster students enrolled in their schools on Census Day based on a match with statewide foster data maintained by the California Department of Social Services (CDSS). LEAs will not have to submit any records to CALPADS identifying these students as foster youth. Attachment 1 of this letter provides additional detail about these CALPADS data.

Fall 1 Certification of Disadvantaged Student Data

LEAs currently certify a number of reports as part of their Fall 1 certification of CALPADS data, including a Free and Reduced Price Meal (FRPM) student count report. LEAs will no longer certify this report and instead will certify a new report that displays unduplicated counts of the targeted disadvantaged student populations that will feed into LCFF supplemental and concentration grant calculation. Except for students identified as foster youth through the match with CDSS data, LEAs will be able to determine the individual students who have been included in the unduplicated count.

Assembly Bill 97 also requires county offices of education (COEs) to “review and validate reported English learner, foster youth, and free or reduced-price meal eligible pupil data for school districts and charter schools under its jurisdiction to ensure the data is reported accurately.” To assist COEs, CALPADS will include school-level reports that display the aggregate unduplicated counts of disadvantaged students for each LEA and charter school within the county. 

The 2013–14 Fall 1 certification deadlines will be mid-December 2013, and the close of the amendment window will be early February 2014. Given the significant funding implications of these data, it is critical that LEAs review them for accuracy and certify them on time. Information regarding the deadlines are on the CDE CALPADS Calendar Web page at

We look forward to working with your staff to ensure that these data are submitted and certified by the deadlines. If you have any questions regarding the submission of data in CALPADS, please contact the CALPADS Service Desk by phone at 916-325-9210 or by e-mail at


Cindy Kazanis, Director
Educational Data Management Division


cc: CALPADS LEA Administrators

Attachment 1
Detailed Description of CALPADS Data on Targeted Disadvantaged Students

Under the Local Control Funding Formula (LCFF), targeted disadvantaged students are those students enrolled on fall Census Day, the first Wednesday in October, who are identified as one or more of the following:

  • English learner
  • FRPM eligible
  • Foster youth

English Learner (EL): Any student recorded in CALPADS as enrolled on Census Day with an English Language Acquisition Status (ELAS) of “EL” will be counted for LCFF purposes.

If you have previously submitted an ELAS of “to be determined” (TBD) for new students, it will be important that you update those TBD statuses for students once the statuses are known. If you determine a student’s ELAS to be EL after Census Day, but prior to the close of the Fall 1 amendment window, you may update the student’s EL status with a start date equal to the student’s enrollment in your LEA.

It should also be noted that once students are classified as Initially Fluent English proficient (IFEP) or re-designated to be Reclassified Fluent English Proficient (RFEP), those students cannot be reclassified to English Learner. Submitting an EL status for a student with a previous status of IFEP or RFEP will result in a fatal error in CALPADS. If an LEA submitted a previous IFEP or RFEP status in error for one of its students, the LEA can resolve the issue by updating the Student Information (SINF) record with the correct status for that effective date period. If it is determined that the student was previously IFEP or RFEP, the error can be resolved by resubmitting an appropriate IFEP or RFEP status.

FRPM Eligible Student: Any student that meets the federal income eligibility criteria or is deemed to be categorically eligible for Free or Reduced Price Meals (FRPM) under the National School Lunch Program (NSLP) will be counted as FRPM-eligible. Based on these criteria, the following students are considered FRPM-eligible:

  • Students meeting NSLP income criteria as documented by an NSLP application form on file;
  • Students identified by the LEA to meet the same household income eligibility criteria required by the NSLP; and
  • Students categorically eligible for FRPM, including:
    • Migrant students
    • Homeless students
    • Foster students
    • Students directly certified as eligible for free meals based on the state-administered automatic match with California’s CalFresh (formerly Food Stamp) and CalWORKS program data

Except for students directly certified and foster students identified through a match with the California Department of Social Services, LEAs must submit the appropriate student information (SNIF) and/or student program (SPRG) records to CALPADS in order for the students to be counted as FRPM-eligible.

It is important to note that LEAs may not collect NSLP applications for students enrolled in schools on an NSLP Provision 2 or 3 status. However, students enrolled in Provision 2 or 3 schools may qualify as FRPM-eligible for LCFF purposes through the direct certification process, based on their migrant, homeless, or foster status, or by a local process, such as the use of an alternative application to establish that the student’s family meets the income eligibility criteria required by the NSLP.

Note: Students eligible for reduced-price meals will not be reflected through direct certification or based on their migrant, homeless, or foster status. This reporting of FRPM-eligible students in Provision 2 and 3 schools is consistent with the guidance provided in the CALPADS Update FLASH #75, dated May 30, 2013, for identifying these students in Provision 2 and 3 schools for accountability purposes. (FLASH #75 is available here: The FRPM eligibility status of all students must be identified annually in CALPADS.

To assist LEAs in establishing an alternative application process for their Provision 2 or 3 schools, the California School Information Services (CSIS) has posted a sample “Alternative Income” form on its Web site at (the sample “Alternative Income” form is located under the “Forms” heading on the Web page). The form is a modified version of the NSLP form, with all references to free or reduced-price meals removed from it. A Spanish version of the sample form is also posted in the same location. NOTE: LEAs should not mention a school meal program on this form.

It should also be noted that when you determine that a student is FRPM-eligible based upon an NSLP or alternative application, CALPADS should be updated with an FRPM program record. For applications processed after Census Day, but before the end of the Fall 1 amendment window, LEAs may update CALPADS with FRPM program records that have an effective date equal to the student’s enrollment start date for that school year.

Foster Students: The California Department of Education (CDE) plans to identify, for LEAs, the foster students enrolled in their schools on Census Day based on a match with statewide foster data maintained by the CDSS. LEAs will not have to submit any records to CALPADS identifying these students as foster youth.

Assembly Bill 97 requires the CDE, through CALPADS, to inform LEAs of the individual foster students enrolled in their schools based on a weekly match with CDSS data. The CDE anticipates this functionality will be implemented in the 2014–15 school year.


Last Reviewed: Tuesday, March 15, 2016

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