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This update FLASH covers: 2011-12 FRPM data clarifications and the collection of 2012-13 truancy data in CBEDS-ORA.

To:            Local Educational Agency (LEA) Representatives

From:       California Department of Education – CALPADS Project Team

Date:        July 19, 2012

Subject:  CALPADS Update FLASH #57

2011–12 Free and Reduced Price Meal Data Clarifications

This section attempts to respond to a number of questions that have been asked regarding the 2011–12 Free and Reduced Price Meal (FRPM) data. For a more comprehensive description of 2011–12 FRPM data, refer to the letter sent to superintendents entitled 2011–12 Free and Reduced-Price Meal Data posted on the Communications link of the CDE CALPADS Web page.

Concerning the Data in the FRPM Downloadable File
Concerning County Offices of Education (COEs) and Direct Funded Charter Schools
Concerning School Districts (Non COEs)
Certification Deadlines

Please note that the deadlines for certifying the Free and Reduced Price Meal data in CARS and the CALPADS Late Correction Window are firm and not flexible because the data are needed for calculating 2012–13 funding entitlements for various programs. As a reminder, those due dates are:

Collection Period Name Opens Deadline
CARS FRPM Period 1 7/3/2012 8/3/2012
CALPADS Fall 1 Late Correction Window 8/15/2012 9/12/2012
CARS FRPM Period 2 10/7/2012 10/31/2012
Collection of 2012–13 Truancy Data in the California Basic Educational Data System – Online Reporting Application (CBEDS-ORA)

Student truancy data are not being collected as part of the End-of-Year (EOY) 3 collection, and the Student Truant Indicator (Field 4.23) has been removed from the Student Discipline File. An aggregate count of truants during the 2011–12 reporting year is being collected through CBEDS-ORA to meet federal reporting requirements. In previous years, these data were collected on the Consolidated Application.

An email containing update information for the CBEDS 2012 data collection, including instructions for the CBEDS Online Reporting Application (CBEDS-ORA) was sent to CBEDS Coordinators, specifying that “Beginning this year, LEAs are to report on CBEDS the total unduplicated number of students who were truant during the 2011–12 school year (July 1, 2011 through June 30, 2012).” The CBEDS ORA will be available for use in early October. The application, Web-based training, and other resources will be available on the CDE CBEDS Web page.

The Student Truant Indicator was removed from the Student Discipline File to address technical issues. In parallel with business rules changes in CALPADS policy discussion was occurring in the Legislature regarding the collection of truancy data. Rather than create a new CALPADS file to collect one element, the decision was made to not collect the truant indicator in CALPADS given the potential change in requirements. Therefore, truancy will not be collected in CALPADS in 2012–13, and a decision to move it to CALPADS in the future depends on whether it makes sense to do so to meet state and federal reporting requirements and program needs.

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