CALPADS Update Flash #316

To:           Local Educational Agency (LEA) Representatives

From:      California Department of Education (CDE) –
                California Longitudinal Pupil Achievement Data System (CALPADS) Team

Date:       October 28, 2025

Subject:  CALPADS Update FLASH #316

CALPADS System Access Protocols and Prohibition on Generic Accounts and Data Scraping

The California Department of Education (CDE) is issuing this reminder to all Local Educational Agencies (LEAs) regarding system access protocols for the California Longitudinal Pupil Achievement Data System (CALPADS) and the use of:

• Generic, email-based user accounts not tied to specific individuals (e.g., data.admin@school.org); and
• Automated data scraping of CALPADS records by vendors using automated tools.

These actions are strictly prohibited, violating CALPADS security policies, user agreements, and may result in revocation of CALPADS access or legal liability.

Updated Terms and Conditions

The Terms and Conditions in the CALPADS system have been updated as of today, October 28, 2025.

All CALPADS users should thoroughly read and review the CALPADS Terms and Conditions to ensure appropriate acknowledgement of the proper use and protocols of the CALPADS system.

Upon logging in to CALPADS, CALPADS users should not automatically check the box that reads “… I agree to abide by the terms and conditions of usage and accept all ramifications of the policies” without first conducting a thorough reading and review of the Terms and Conditions.

Required LEA Actions

To ensure compliance, LEAs must:

• As stated above, all CALPADS users must read, review, and understand the CALPADS Terms and Conditions.
• Review all CALPADS user accounts for person-specific and unique login credentials.
• Terminate any generic, non-personal, or shared accounts immediately (e.g., admin@LEA.org).
• Change passwords for any credentials used or stored with third-party tools or vendors (including Student Information System [SIS] vendors).
• Cease providing CALPADS credentials to vendors unless covered by an active compliant contract and ensure that logins are issued to specific named individuals only (e.g., firstlastname@contractor.org or firstlastname@LEA.org).
• Ensure that vendor access is granted only to named individuals.
• Contact the CALPADS Service Desk for assistance with transitioning vendor access to compliant methods.

Consequences of Non-Compliance

Failure to comply with CALPADS access policies may result in suspension or revocation of system access and may expose your LEA to liability under state and federal student privacy laws. Refer to the CALPADS Access Protocols letter sent to county and district superintendents and charter school administrators on October 27, 2025. CALPADS LEA Administrators were copied on this letter.