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2011-2012 CALPADS Mid-Year Update

Letter Head: Tom Torlakson, State Superintendent of Public Instruction, California Department of Education

April 19, 2012

Dear County and District Superintendents and Charter School Administrators:

2011–12 California Longitudinal Pupil Achievement Data System (CALPADS) Submissions Mid-Year UPDATE

This letter provides an overview of the rollout of remaining CALPADS functionality and next steps on the work associated with this functionality. This letter also provides an update on CALPADS submissions in 2011–12. The certification and amendment window deadlines for all CALPADS submissions are located under the Calendar link on the California Department of Education (CDE) CALPADS Web page at

Rollout of Remaining CALPADS Functionality in 2011–12

Two additional areas of functionality will be implemented this spring: Assessment and Accountability (A&A) and End-of-Year (EOY) functionality.

A&A Functionality: The implementation of the student assessment and accountability functionality is scheduled for May 2012. User Acceptance Testing (UAT) was completed in March and final modifications are being made. Student level STAR, CAHSEE, and CELDT assessment data for 2008–09, 2009–10, and 2010–11 will be in the system and available through reports and extracts. Additionally, available CAHSEE and CELDT results for 2011–12 will be in the system when the A&A functionality is released. The remaining assessment results, including the 2011–12 STAR data, will be loaded when they become available. Local educational agencies (LEAs) will have access to new reports that summarize assessment results by administration, along with the ability to drill down to student level data. A CAHSEE report will be available that displays CAHSEE results for all currently enrolled students, displaying which sections (English language arts and math) students have or have not passed. Beginning in July 2012, the CELDT data will be updated monthly displaying student results as they are tested throughout the year.

For the 2011–12 assessment data, LEAs will have access to “Suspense Reports” which include those students who took an assessment at your LEA but either have no corresponding enrollment record in CALPADS or have demographic data (birth year or gender) on the assessment answer document that does not match the data in CALPADS. CALPADS includes functionality for LEAs to match these records up so that the assessment results are linked to the student.

End-of-Year (EOY) Submission: UAT for EOY has begun and will end May 18, 2012. Implementation of the EOY functionality to the production environment is scheduled for June 4, 2012. The certification deadline is July 18, 2012, followed by an amendment window that will close on August 15, 2012. The data requirements for the EOY submissions have been posted for some time on the CALPADS Web page as part of the CALPADS File Specifications (CFS), which are located under the System Documentation link on the CALPADS Web page at

EOY entails four separate certifications. Not all LEAs are required to certify every EOY submission. However, LEAs that are expected to certify an EOY submission must certify “0” if there are no data to submit. The EOY submissions are described below, along with which LEAs are required to certify each:

  • EOY 1: Course Completion and CTE: Only LEAs providing departmentalized courses in grades 7-12, excluding alternative schools
  • EOY 2: Program Participation: All LEAs
  • EOY 3: Discipline: All LEAs
  • EOY 4: Waivers: Only LEAs serving students in grades 10-12

EOY 2 and EOY 3 are particularly important submissions because contingency data collections are not planned for these data which are needed to meet federal reporting requirements. These data were previously collected through the Consolidated Application (ConApp) and will not be collected in the new Consolidated Application and Reporting System (CARS).

Next Steps for EOY Submissions and A&A Functionality

Because certifications are required for the EOY submissions and these data are needed to meet federal reporting requirements, CDE is asking you to instruct your staff to focus on the EOY submissions before moving onto the Assessment functionality. Once the EOY submission is certified or your data are almost ready to be certified, your staff can move on to assessments.

Training for EOY is now available. In order to complete and certify the 2011–12 CALPADS EOY Submissions for your LEA, the following preliminary steps are suggested:

  1. Review the CALPADS File Specification (CFS) for the EOY submissions
  2. Ensure that the necessary data is included in your student information system
  3. Register and attend EOY training

Training for EOY submissions is currently available and will be available through June. The EOY training entails a two-hour session conducted through WebEx. Training for the A&A functionality will be available in mid-May. The A&A training will entail a two-hour session that covers the suspense functionality and reports for STAR, CAHSEE, and CELDT. The initial sessions will be conducted by IBM and will be offered first to the LEAs with the largest volume of suspense records. The CALPADS Service Desk staff will contact the LEAs in this category and encourage the staff to attend the A&A training in May.

Update on 2011–12 CALPADS submissions

The CDE applauds the hard work of LEAs and independently reporting charter (IRC) schools to submit and certify data for the 2011–12 Fall 1, Fall 2, and Spring 1 submissions.

  • Fall 1: 1,640 LEAs/IRCc certified (99.6 percent)
  • Fall 2: 1,606 LEAs/IRCs certified (99.1 percent)
  • Spring 1: 1,611 LEAs/IRCs certified (99.4 percent)

Again, we appreciate the hard work of you and your staff in submitting 2011–12 data to CALPADS. Clearly the submission of data to CALPADS is becoming a more routine activity, and we are continuing to work to further enhance the system. As the CALPADS data becomes more reliable, we will transition to use CALPADS data and discontinue other collections to reduce your reporting burden. My staff and the CALPADS Service Desk continue to be ready to work with your staff to submit the remaining data for this year. If you have any questions, please contact the CALPADS Service Desk by e-mail at or by phone at 916-325-9210.

Thank you in advance for your assistance.


Keric Ashley, Director
Educational Data Management Division

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