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This update FLASH covers: Fall 1, foster youth data, the Local Control Funding Formula (LCFF), juvenile court schools and free or reduced-price meal records, and CALPADS integration with the CalMAPP assessment system.

To:            Local Educational Agency Representatives

From:       California Department of Education – CALPADS Team

Date:        December 11, 2013

Subject:  CALPADS Update FLASH #83

Fall 1 Certification Deadline

The certification deadline for the 2013–14 CALPADS Fall 1 Data Submission is Friday, December 13, 2013.  CALPADS data will be pulled at 6:00 p.m. for processing. LEAs must be certified at Level 2 to be included in the data pull. LEAs that want to decertify their data so that they can make corrections during the amendment window are asked to wait until Monday, December 16th to decertify.

Statewide Matched Foster Youth Data and Certifying Fall 1

The California Department of Education (CDE) has received a data file of Foster Youth from the California Department of Social Services (CDSS). The CDE is analyzing the results of the preliminary match and will load the results in CALPADS during the amendment window. Therefore the CDE recommends that local educational agencies (LEAs) certify Fall 1 on or before December 13 without the data from the CDSS match.

CALPADS Report 1.17 and Local Control Funding Formula (LCFF) Supplemental Funding

The data from CALPADS certification report 1.17, FRPM/English Learner/Foster Youth – Count, will be used as the basis for the LCFF supplemental and concentration grant funding determination; however, adjustments may be made to the certified counts by the CDE, such as: (1) attributing unduplicated disadvantaged counts of students attending county offices of education (COEs) but not funded through the COE LCFF model to the district of geographic residence; and (2) including students identified through the statewide foster match. The CDE’s School Fiscal Services Division will be providing LEAs with the final counts used in the LCFF calculations with the 2013–14 Second Principal Apportionment certification on or before July 2, 2014.

Review of LCFF Data
Guidance to County Offices of Education on the Review of LEA Data for LCFF

Assembly Bill 97 (Chapter 47, Statutes of 2013) as amended by Senate Bill 97 (Chapter 357, Statutes of 2013), commencing in 2013–14, requires COEs to “review and validate certified aggregate 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.” Furthermore, the CDE is required to provide COEs with “appropriate access to school district and charter school data reports in CALPADS for purposes of ensuring data reporting accuracy.”

To meet this requirement, CALPADS includes a new County/LEA Authorizing Report, Report C/A 1.17 – C/A FRPM/English Learner/Foster Youth Counts.

  1. To access this report: The CALPADS LEA Admin must create a new account with specific roles or add specific roles to the existing account as follows:
    1. County Role
    2. Free Reduced Lunch
  2. Log into CALPADS with appropriate account
  3. Navigate to the Reports tab and select the County/LEA Authorizing Reports
  4. Select Report C/A 1.17 – C/A FRPM/English Learner/Foster Youth – Count

This year, COEs should review this report for reasonableness and should communicate any potential issues to the LEA during the amendment window. In the future, COEs may judge reasonableness based on prior year data. COEs are not required to certify this report.

Audit Guide Regulations

Assembly Bill 97 also requires the State Controller to include instructions in the Audit Guide for “determining if the English Learner, foster youth, and free or reduced-price meal eligible pupil counts are consistent with the COE’s, school district’s or charter school’s English Learner, foster youth, and free or reduced-price meal eligible pupil records.”

Audit procedures are currently being developed for inclusion in the 2013–14 Supplemental Audit Guide and will be considered for adoption by the Education Audit Appeals Panel as 2013–14 audit guide emergency regulations by March 1, 2014. The procedures are intended to verify the unduplicated pupil counts.

Juvenile Court Schools and Free or Reduced Price Meal Records

Juvenile Court schools will no longer be required to submit FRPM records for their students. This decision was made for the following reasons:

  1. For LCFF supplemental and concentration grant purposes, all juvenile court school students are funded as “disadvantaged students.”
  2. Many of the juvenile court school students will not be counted in the Socioeconomically Disadvantaged subgroup (even if they did have an FRPM record) for accountability purposes because most of these students are not continuously enrolled.

This applies ONLY to juvenile court schools. All other County Office of Education school types are still required to submit FRPM records.

Fall 1 Certification Error Clarification
Fall 1 CERT106 – To Be Determined (TBD) Guidance for Potential ELs – Fatal Error

When LEAs receive the CERT106 error, Invalid "TBD" English Language Acquisition Status Code, the system is trying to ensure that LEAs update English Language Acquisition Status (ELAS) codes of "TBD." The TBD status should only be temporary for students that are not in the following grades: "AD," "IN," "TD," or "PS."  If LEAs do not have official California English Language Development Test (CELDT) results, they should update the “TBDs” in CALPADS with the results of local scoring. LEAs can use the school enrollment start date as the ELAS Start Date.

CALPADS Integration With CalMAPP Assessment System
Assembly Bill 484 authorized replacement of the Standardized Testing and Reporting (STAR) Program with the California Measurement of Academic Performance and Progress (CalMAPP). This legislation significantly modifies how assessments are administered, as it mandates that a portion of the assessments be administered through computer adaptive testing, while the remaining assessments continue through current methodologies. Every LEA will be required to participate in the spring 2014 Field Test of these computer adaptive assessments. LEAs will continue existing testing for the remaining assessments until legislation has mandated their replacements. 

The CDE is working to streamline processes, improve data quality, and ensure data management best practices. Beginning with the spring 2014 Field Test, the CDE will upload demographic and program-level data from the CALPADS ODS to the CalMAPP Field Test registration system on behalf of the LEAs. The CDE will continue to upload these data to the test vendor once operational in the 2014–15 academic year and beyond.

The integration of the CALPADS and CalMAPP systems will require the LEAs to update the CALPADS ODS on a more frequent basis, especially before and during the testing windows, to ensure timeliness and accuracy of data for use in the spring 2014 Field Test and beyond. LEAs will not be able to add or delete students in the Smarter Balanced test registration system. Various data elements will directly impact a student’s access to computer based testing. Newly enrolled students must be in CALPADS at the time of the data pull(s) to be able to test. As student data changes during the testing window, LEAs need to update CALPADS. The following examples represent scenarios that would impact test administration.

  • If a student does not have an enrollment record in CALPADS, that student will not be able to test during the field test until an enrollment record is submitted to CALPADS.
  • If a student’s grade level in CALPADS does not reflect the student’s correct grade, the student will not be able to test. For example, if a student’s grade in CALPADS is grade five and the student is actually grade four and tries to test at the grade four level, that student will not be able to test.  

The CDE will continue to provide updates on the CalMAPP impacts to CALPADS, including timelines and deadlines of data uploads for the Field Test.

For more information on Assembly Bill 484, visit the CDE Assembly Bill 484 Question and Answers Web page at

For more information on the spring 2014 Field Test, visit the CDE Smarter Balanced Field Test Question and Answers Web page at [Note: The preceding link is no longer valid. Note that this correspondence is dated December 11, 2013. For further details that may be relevant or useful in this regard, please visit the CDE Smarter Balanced Resources Web page at].


Questions:   CALPADS/CBEDS/CDS Operations Office | | 916-324-6738
Last Reviewed: Wednesday, June 22, 2016
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