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Topics in this memo include: End-of-year (EOY) defects, 2011–12 cohort graduation data files, CALPADS data pulls for accountability, CALPADS maintenance schedule, data dependency on CARS, SED distinctions, and EOY training.

To:            Local Educational Agency (LEA) Representatives

From:       California Department of Education – CALPADS Project Team

Date:        May 10, 2013

Subject:  CALPADS Update FLASH #74

End of Year (EOY) Defects

The CALPADS Project Team will address several important EOY defects and patch them to the production environment before the end of May.  

2011–12 Cohort Graduation Data Files

The CDE sent a letter dated May 8, 2013 to LEA Accountability Coordinators describing how to access two files available for download. The first file contains student-level data used to calculate the 2013 Adequate Yearly Progress (AYP) cohort graduation rates (class of 2011–12). This data file contains each student’s graduation status by County-District-School (CDS) code and Statewide Student Identifier (SSID). All of the students in the file are part of the 2011–12 cohort. The second file is an LEA- and school-level file that contains the 2011–12 graduate rate, the graduation growth target, and whether or not the school or LEA met the AYP graduation rate criteria. Both files are based on data pulled from the CALPADS Operational Data Store (ODS) on March 11, 2013.

The school- and LEA-level files provide information on the impact of the graduation data on AYP determinations. LEAs may still make data corrections to the CALPADS ODS before the release of the AYP in the fall. The deadline for making corrections is outlined in the next section of this Flash. If you believe the 2013 AYP cohort graduation rate is incorrect, the student-level file will help in identifying potential errors.

CALPADS ODS Data Pulls for Accountability

Changes to the CALPADS ODS that impact graduation data used to determine the 2013 AYP cohort graduation rate must be made by close of business on Thursday, June 27, 2013. The CALPADS Calendar page, accessible from the CALPADS Web page at, has been updated to reflect the dates data will be pulled from the CALPADS ODS for accountability purposes. Changes must be made by close of business, June 27, 2013 in order to be included when the CDE pulls the following data from the CALPADS ODS on Friday, June 28, 2013:

  • 2011–12 student enrollment/exit, demographic, and program participation data (NCLB sub-groups) to update the 4-year Cohort Graduation Rate used as part of the 2013 AYP. This will be the final opportunity to update these data for this purpose.
  • 2012–13 student enrollment/exit, demographic, and program participation data (NCLB sub-groups) to determine continuous enrollment and student groups for the 2013 Growth Academic Performance Index (API) and 2013 AYP. These data will be used in accountability reports released in the fall of 2013.

In November 2013, 2012–13 student enrollment/exit, demographic, and program participation data (NCLB sub-groups) will be pulled again to determine continuous enrollment and student groups for the 2013 Growth API and 2013 AYP which will be included in final accountability reports released in early 2014, and for the 2013 Base API which will be released in the spring of 2014.

The use of CALPADS data for accountability purposes emphasizes the importance of regularly updating CALPADS to ensure that data are up-to-date. Keeping CALPADS data current also eases the workload as certification deadlines approach, and provides LEAs access to current information on transferring students. The CDE recommends that LEAs update enrollment and exit data in CALPADS on a bi-weekly basis, at a minimum.

CALPADS Maintenance and Upgrade Schedule

CALPADS will be unavailable to users from Thursday June 27, 2013 at 10:00 p.m. through Sunday, July 14, 2013 to implement a major system upgrade. The system will be available beginning 6 a.m. Monday, July 15, 2013. After the upgrade, CALPADS will include all code changes effective July 1, 2013, including the addition of the transitional kindergarten program code and all CTE course code changes. (The course code changes will not affect the 2012–13 EOY 1 submission.) The CDE will provide a list of the code changes in late May 2013. LEAs are encouraged to complete the EOY 2 and 3 submissions before school site staff leave for the summer or by the end of June if possible so that this work is completed before CALPADS goes offline for the upgrade.

The upgrade includes utilizing new versions of server operating systems and other software and the addition of a more robust test environment that mirrors the production environment, facilitating more effective testing. Users will benefit from other enhancements including support of Internet Explorer v9 (IE9).

Due to the importance of the CALPADS upgrade, the CDE has also postponed re-engaging the Assessment and Accountability (A&A) pilot until late summer.

CALPADS Data Dependency on CARS for School TAS/SWP Status

LEAs are required to certify a school’s Title I status in the Consolidated Application Reporting System (CARS) as part of the Title I, Part A Notification of Authorization of SWP data collection. A school’s Title I status is certified as either: Targeted Assistance Status (TAS) or Schoolwide Program (SWP). This information is loaded in CALPADS and is used to prepopulate information on Certification Report 5.1 – Program Participants – Count.

CALPADS has been updated with data from LEAs who have certified these data in CARS as of April 26, 2013. For LEAs who have not certified these data in CARS, CALPADS reflects the school’s last certified status. In order to certify accurate data in EOY 2, LEAs receiving Title I Part A funding should review and certify their 2012–13 data in CARS as soon as possible, but no later than June 30, 2013, so that CALPADS reflects the correct Title I Part A funding and TAS/SWP status for each school. CALPADS will be updated with CARS data at the end of May and in Mid-June, with a final update following the June 30, 2013 certification deadline in CARS.

Difference in Socio-Economically Disadvantaged Definitions

The socio-economically disadvantaged (SED) NCLB subgroup displayed on CALPADS reports cannot be compared to the total Free and Reduced Price Meal count displayed on Report 5.1a – Free or Reduced Price Meal Eligibility – Count for a couple of important reasons:

  • The NCLB subgroup includes Parent Education level in the definition of SED. Therefore, students with parents whose  highest educational level is “Not a High School Graduate” are included in the NCLB subgroup; and
  • The NCLB subgroup includes students with a Free Meal or Reduced-Price Meal program record, and it does not include students who were directly certified, or who are migrant, homeless, or foster, unless those students also have a Free Meal or Reduced-Price Meal program record.

For 2012–13 accountability purposes, the definition of SED includes those students found to be automatically eligible for free meals through direct certification, because of a migrant program record, or because of a primary residence code indicating the student is homeless or is a foster youth. This expanded definition of SED will be reflected in the enrollment and graduate/dropout reports on DataQuest. As a result, the subgroup data on DataQuest will not match the NCLB subgroup data displayed in CALPADS reports. The CALPADS reports will be adjusted in the future to reflect this expanded definition of SED.


CALPADS EOY 1 and 4 training sessions are now open for registration. Each session is approximately 2 hours and is hosted by FMCAT/CSIS. There are no advanced courses for EOY; however, you can use the Self-Paced modules to brush up on a particular area.

Before registering for training, determine whether your LEA is required to submit EOY 1 or 4 data. Elementary districts with grades K–6 do not report EOY 1 and 4. Only elementary districts with departmentalized courses in grades 7–8 and high school districts submit EOY 1, and only LEAs serving grades 10–12 submit EOY 4. For course descriptions and the target audiences for the EOY courses, navigate to the Class Descriptions page at

Note that Microsoft Lync is now being used to host the trainings instead of WebEx. Visit the FCMAT/CSIS training page at for information about Microsoft Lync, including how to test your connection to Lync meetings. If you have any questions regarding the Lync meeting setup, submit a service ticket to

CAG Meeting Video Now Available

The video of the April 23, 2013 CDE-CSIS Advisory Group (CAG) meeting is now available through the following link: The meeting agenda and presentation are available through the same link. If you watch the video, we suggest downloading the presentation first so that you may follow along as you watch the video.


Questions:   CALPADS/CBEDS/CDS Operations Office | | 916-324-6738
Last Reviewed: Tuesday, January 5, 2016
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