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This update FLASH covers: Updated End-of-Year (EOY) deadlines, EOY1 functionality, release highlights, new codes for 2012-13, and free and reduced-price meal data.

To:            Local Educational Agency (LEA) Representatives

From:       California Department of Education – CALPADS Project Team

Date:        June 28, 2012

Subject:  CALPADS Update FLASH #56

Updated Deadlines

The EOY 1–4 certification deadline has been moved to August 22, 2012. The close of the amendment window remains September 12, 2012.

CALPADS Release of End-of-Year 1 Functionality

A CALPADS update is being deployed over this weekend, June 30 – July 1, and will be in production on Monday, July 2, 2012. CALPADS will be unavailable from Friday, June 29 at 6 p.m. until Monday, July 2 at 6 a.m. to accommodate this release. The changes included in this release will be specified in Release Update v1.1.55, which will be available on the Release Updates link on the CALPADS Web page at on Monday, July 2, 2012. A listserv message will be sent when the release update has been posted. In addition to the release update, users are encouraged to review the Known Issues v1.2.28 also posted on the CDE CALPADS Web page.

Release Highlights

This release will include End-of-Year (EOY) 1 functionality, updates to the CALPADS code sets, as well as fixes to defects. The defects fixed and changes will be documented in the Release Update v1.1.55, as described above.

New Codes for 2012–13

Beginning July 2, 2012 the following code changes will be in CALPADS:

Code Set Name Coded Value Code Name Comment
Education Program 162 Pregnant or Parenting (Formerly CalSAFE) Modified name and definition
Education Program 175 Free or Reduced-Price Meal Retired 7/1/2012
Education Program 181 Free Meal Program New 7/1/2012
Education Program 182 Reduced-Price Meal Program New 7/1/2012
Non-Classroom Based or Support Assignment Code 6018 Employee on Leave – an employee is still employed with an LEA but has taken a temporary leave of absence from all of their staff assignments New 7/1/2012 This code enables LEAs to not “exit” these employees from their local systems
Free and Reduced-Price Meal Data

Beginning July 1, 2012, LEAs will be required to separately report in CALPADS student level data for those students eligible for free meals separate from those students eligible for reduced-price meals. These data are required to meet federal reporting requirements and to determine Economic Impact Aid (EIA) entitlements. The program code 175 will be retired and two new codes, 181 and 182, have been added to support this new reporting. For more information refer to the letter sent to County and District Superintendents and Charter School Administrators dated June 28, 2012, entitled “Free and Reduced Price Meal Data.” This letter was also sent to the CALPADS Administrators and is posted on Communications link of the CDE CALPADS Web page in the “Letters to Superintendents” section.

Questions:   CALPADS/CBEDS/CDS Operations Office | | 916-324-6738
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