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This update FLASH covers the following topics: Civil Rights Data Collection (comments due Aug. 20); LCFF; new process for data corrections for STAR and CAHSEE.

To:            Local Educational Agency (LEA) Representatives

From:       California Department of Education – CALPADS Team

Date:        August 15, 2013

Subject:  CALPADS Update FLASH #79

Reminder That 2013–14 Civil Rights Data Collection Public Comments Are Due by August 20, 2013

In FLASH #76 the California Department of Education (CDE) alerted LEAs to the U.S. Department of Education (ED) Federal Register public comment period on the proposed 2013–14 and 2015–16 Civil Rights Data Collection (CRDC). LEAs should take the opportunity to provide comments on this data collection. Comments are due by August 20, 2013.

Since ED requires a sworn statement by the LEA submitting responses to the CRDC for purposes of civil rights monitoring, the CDE cannot submit LEAs’ responses to ED on behalf of LEAs. Therefore, it is important for LEAs to submit any comments regarding the CRDC to ED directly. In its comments, the CDE urges ED to:

  • Drop any data group from the proposed CRDC that is the same as (or approximates) data that states have already collected from LEAs and have submitted to ED via EDFacts;
  • Use the same categories for data groups to enable the Office of Civil Rights (OCR) to reduce the CRDC and draw the data from EDFacts; and
  • Make CRDC and EdFacts reporting periods and definitions consistent so that OCR can rely on data from EDFacts.

The proposed CRDC also includes new school-level non-personnel financial data and the continuation of school-level personnel data, which the CDE understands is not easily available and would place a significant burden on LEAs to report.

Additional information about the proposed data collection and how to submit a public comment is available on the Federal Register Web page at or the Regulations Web site at!documentDetail;D=ED-2013-ICCD-0079-0001.

CALPADS Data and the Local Control Funding Formula

One of the key elements of the new Local Control Funding Formula (LCFF) is identifying disadvantaged student populations in the calculation of funding amounts to local educational agencies (LEAs). The LCFF includes supplemental and concentration grants for disadvantaged students, specifically those classified as English learners (ELs), students eligible to receive a free or reduced-price meal (FRPM), and foster youth (unduplicated count). The California Longitudinal Pupil Achievement Data System (CALPADS) data will provide the basis for determining the unduplicated count of these targeted student populations. In a letter dated August 8, 2013, sent to county and district superintendents and charter school administrators, the CDE provided an overview of the CALPADS data that will be used to identify these student populations. Please carefully review the letter and the attachment, which is posted on the CDE CALPADS Communications Web Page at (see the August 8 letter under the “Letters to Superintendents” heading).

New Process for 2013 Demographic and Program Data Corrections for the Standardized Testing and Reporting Program and the California High School Exit Examination

In a letter dated August 2, 2013, from Deputy Superintendent of Public Instruction Deb Sigman, the CDE announced that starting with the 2012–13 accountability reporting cycle, all demographic and program data (e.g., race/ethnicity, students with disabilities [SWD] status, English learner [EL] status, eligibility for free or reduced-price meals under the National School Lunch Program [NSLP], parent education level) will be extracted from the California Longitudinal Pupil Achievement Data System Operational Data Store (CALPADS ODS) for use in accountability reports. In prior years, these data were obtained from the Standardized Testing and Reporting (STAR) and California High School Exit Exam (CAHSEE) student assessment data files. As a result, the 2013 STAR and CAHSEE demographic and program data corrections should be made through the CALPADS ODS, providing a cost savings to school districts and independently-testing charter schools.

In mid September, the CDE will provide districts with a data file that displays the differences between student demographics and programs reported on the student assessment data files and CALPADS for both STAR and CAHSEE. This will assist districts in identifying data corrections that may be necessary in CALPADS. Additionally, corrections may be needed to other data (such as statewide student identifiers or fields specific to the testing administration process). Those corrections will need to be made through Educational Testing Service (ETS). ETS will be providing information on that data correction process in the near future.

The data corrections timeline will remain the same as in previous years. After the release of the accountability reports for all schools, districts may begin making data corrections in CALPADS through the end of business on October 31, 2013. The CDE will extract demographic data, enrollment and exit data, and program data (e.g., EL, SWD, and socioeconomically disadvantaged students*) from the CALPADS ODS on November 1, 2013. These data will be used to update 2012–13 continuous enrollment, student groups, and 2011–12 graduation rate data and to revise API, AYP, Program Improvement (PI), and STAR Web Reports. (Please note that deadlines for making data corrections through Educational Testing Service may be different than CALPADS deadlines.)

*NOTE: For the 2012–13 accountability reporting cycle, the socioeconomically disadvantaged student group will include students with:

  • An Education Program Code of 181 – Free Meal Program, or 182 – Reduced-Price Meal Program; or
  • A Parent Guardian Highest Education Level Code of 14 – Not a High School Graduate.

The CALPADS reports that display the socioeconomically disadvantaged student group are being adjusted this fall to also include the students categorically eligible for free meals.

Beginning with the 2013–14 accountability reporting cycle (2013 Base, 2014 Growth API, and 2014 AYP), the socioeconomically disadvantaged student group will also include students categorically eligible for free meals and who may not have an FRPM program record (i.e., students directly certified, migrant, foster, and homeless students). This student group will match CALPADS reports. 


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Last Reviewed: Tuesday, January 5, 2016
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