CAPSDAC FAQs

California Preschool Data Collection (CAPSDAC) System for the California State Preschool Program FAQs

General
System Access
Data Collection
Data Submission and Certification
CAPSDAC Submission – Classroom
CAPSDAC Submission – Staff
CAPSDAC Submission – Child

General

1. What does the acronym CAPSDAC stand for?

   The acronym CAPSDAC stands for California Preschool Data Collection, an online data collection system administered by the California Department of Education (CDE) to collect California State Preschool Program (CSPP) data.

2. Is participation in CAPSDAC mandatory? Which CSPP operators are required to submit data to the CAPSDAC?

   Yes, participation in CAPSDAC is mandatory. Per Education Code (EC) 60910, the CSPP operators contracted with the CDE that are required to submit classroom, staff, and child data to the CAPSDAC system, CAPSDAC users, are local educational agencies (LEAs) defined by EC 60900 as a county office of education, a school district, or a charter school.

3. We operate both a CSPP and a California Department of Social Services (CDSS) Child Care and Development Program. Will we report the children enrolled in the CDSS program into the CAPSDAC as well?

   No, only children enrolled in a CSPP will be reported into the CAPSDAC. Programs that are managed by the CDSS will continue to report their children to the Child Development Management Information System (CDMIS).

4. Where will CSPP operators who are non-CAPSDAC users submit their data?

   Non-CAPSDAC users will continue to use both the Child Development Management Information System (CDMIS) and Preschool Language Information System (PLIS) to fulfill the California Department of Education’s reporting requirements.

5. Will we be responsible for reporting classroom, staff, and child records associated with preschool sites subcontracted by a Community-Based Organization under our agencies CSPP contract?

   Yes, contracted agencies are responsible for completing the monthly CAPSDAC data submission for CSPP classrooms, staff, and children for all sites that the agency contracts; this is inclusive of Community-Based Organization (CBO) preschools sites and family childcare homes subcontracted with the agency.

6. Does the California Department of Education (CDE) plan to consolidate these different data systems (Child Development Management Information System [CDMIS], Preschool Language Information System [PLIS], and CAPSDAC) so that contractors only need to report to one place?

   Yes, the long-term goal is to have one system for reporting child, staff, and classroom data, and the transition to CAPSDAC is a first step towards that goal.
   
   Please keep in mind that your California Preschool Accounting Reporting Information System (CPARIS) reporting is not affected by the launch of CAPSDAC; reporting to CPARIS should continue as usual.

7. What kind of training will be available for CAPSDAC and how do we access it?

   The CAPSDAC Support Team is committed to providing comprehensive training and support to CAPSDAC users. We will provide a detailed user manual that covers various aspects of the system, including navigation, user account management, manual records input, and electronic data file uploads. In addition to the user manual, we have published resources such as the CAPSDAC Data Submission Schedule, Comma Separated Values (CSV) Electronic Templates, and Webinar Slide Decks for reference and guidance. These resources are accessible on the CAPSDAC Support web page. Additionally, we have also conducted technical assistance webinars and in-person training to demonstrate how users can submit their data effectively, while sharing best practices along the way. There will be ongoing training/office hours after July 1, 2026. Furthermore, our team will actively monitor the CAPSDAC Online Support Portal and email inbox to address any questions or concerns, ensuring a smooth and efficient data submission process for everyone involved.

8. Will our Student Information Systems (SIS) be updated for the monthly CAPSDAC data submission?

   Each CAPSDAC user needs to reach out directly to their software vendors to discuss updates to prepare for their CSPP data to be submitted to the CAPSDAC. We have been in constant communication with known software vendors and provided them with access to our webinars, CAPSDAC beta testing, in-person trainings, and posted resources. It is essential for each agency to ensure that their specific software vendor is aware of and prepared for the updates to CAPSDAC. This will facilitate a smooth and successful transition of data submission to the updated CAPSDAC.

9. In what order should CAPSDAC users enter records into CAPSDAC?

   CAPSDAC users are advised to enter records into CAPSDAC beginning with the Classroom data domain, then the Staff data domains, and finally the Child data domains. Please refer to the order within the CAPSDAC 2.0 Data Fields and Domains on the CAPSDAC Reporting Documents and Templates web page. This sequence ensures proper data organization and alignment with the system's architecture.

10. What if a child is dual enrolled in CSPP and Transitional Kindergarten (TK)?

    If a child is dual enrolled in California State Preschool Program (CSPP) and TK, please follow all reporting requirements for each program type.

System Access

1. Do we still need to access the CDMIS even though we submit our CSPP data into CAPSDAC?

   Yes, you will still need to access the CDMIS to make changes to update your agency information.

   Pursuant to Senate Bill (SB) 75 (Statutes of 2019), California must collect information regarding license-exempt and Family Child Care Home (FCCH) providers to comply with state requirements. All CDE contracted agencies with FCCH providers are required to submit the SPR via the CDSS-CDMIS portal. For SPR reporting assistance, please visit the CDSS - CDMIS Support web page .
   

2. Will we lose access to the PLIS even though we submit our CSPP data into CAPSDAC?

   No, CAPSDAC users will not need to access the PLIS.

3. Will I automatically get access to CAPSDAC 2.0 if I have a CAPSDAC 1.0 account?

   Yes, access to the second iteration of CAPSDAC will be automatically granted to all users with a CAPSDAC 1.0 account.

   CAPSDAC 1.0 LEA Admin users will have all permissions, including certification permission, in CAPSDAC 2.0, while AppUsers in CAPSDAC 1.0 will not bring all permissions into CAPSDAC 2.0. In CAPSDAC 2.0 LEA Admin users will need to give any migrated AppUsers from CAPSDAC 1.0 permissions besides editing and viewing the data. For new users, LEA Admin users will need to create CAPSDAC accounts for them and provide specific user access permissions (e.g., Edit, View, report access, certification, etc.) within their agency as they deem appropriately necessary.
   

4. Am I allowed to share my CAPSDAC user account with colleagues who work in my Local Educational Agency (LEA)?

   No, CAPSDAC users are not allowed to share accounts. Each user who needs access to the system must have an account created for them by the LEA Admin. Sharing accounts is prohibited to ensure data security and accountability, and it is specified in the CAPSDAC users’ data security and accountability terms and agreements that a user must read and agree to before entering the system.

Data Collection

1. What data is collected in CAPSDAC?

   Pursuant to EC Section 60910 the CDE is required to collect the applicable data elements for children enrolled in LEA-operated CSPPs as they are collected for children enrolled in TK pursuant to EC Section 48000, which, in combination with the data collected pursuant to EC Section 60900, will provide longitudinal data for children enrolled in state preschool programs operated by LEAs through grade 12 (TK − 12). The statute also requires the CDE to collect the same data for CSPP educators as it is collected for TK−12 educators. For reference on the statute for the California Longitudinal Pupil Achievement Data System (CALPADS) reporting, please visit Every Student Succeeds Act (ESSA) of 2001 (20 U.S.C. Sec. 6301 et seq.). Current data fields to be collected for CAPSDAC are on the CAPSDAC Support web page.

2. When will the CAPSDAC certified data be locked?

   The CAPSDAC certified data will be automatically locked on the day after the last day of official submission window of each submission type (e.g., monthly, fall, EOY). The data submission and certification schedule can be found on the CAPSDAC Data Certification Schedule web page. After this date, contracted agencies will not be able to make any edits to their certified submission.

3. Why is the CAPSDAC requesting demographic data for staff?

   Pursuant to EC Section 60910, the CDE is required to collect the same data for CSPP educators as are collected for TK−12 educators. For reference on longitudinal data currently collected for TK−12, please refer to EC 60900 .

4. Are all the data fields listed in the CAPSDAC required?

   No. The data fields vary from being required, optional, and semi-optional. Please refer to the CAPSDAC User Manual Appendix A: Data Definitions on the CAPSDAC Support web page for further details.

Data Submisson and Certification

1. When is the CAPSDAC data submission due?

   LEAs should submit data to CAPSDAC on an ongoing basis. However, during the monthly (monthly submission), the fall (fall submission), and at the end of the fiscal and traditional school year (end-of-year [EOY] submission), LEAs are required to review certification reports which reflect certain data which have been submitted to CAPSDAC. The data submission and certification schedule can be found on the CAPSDAC Data Certification Schedule web page.

2. When will the CAPSDAC data submission month be locked?

   The CAPSDAC certified data will be automatically locked on the day after the last day of official submission window of each submission type (e.g., monthly, fall, EOY). The data submission and certification schedule can be found on the CAPSDAC Data Certification Schedule web page. After this date, contracted agencies will not be able to make any edits to their certified submission.

3. How can we prepare to meet the certification deadline effectively?

   Contracted agencies can prepare by reviewing data submissions thoroughly, addressing any discrepancies or errors promptly, and seeking assistance from CAPSDAC support services, if needed. Agencies are also encouraged to communicate frequently with all their sites about their data to ensure all submitted data is accurate across the entire agency. It is also important to allocate sufficient time for data certification and validation before the deadline.

4. What are the reasons that a document upload says "Failed" and there are no errors listed instead of "Rejected" with errors listed?

   Overall, a file will receive a “Failed” message if the system does not recognize it as a file. This could be due to a problem with the file itself or an issue with the CAPSDAC system. Check that the file is formatted correctly as a CSV and resubmit. If this problem persists, contact the CAPSDAC Support Team by submitting a support request ticket through the CAPSDAC Online Customer Support Portal.

5. What are the implications of data certification for contracted agencies?

   Data certification holds contractors accountable for the accuracy and completeness of their data submissions. It ensures that the reported information is reliable for program evaluation, funding allocation, and compliance with regulatory requirements. Failure to certify your CAPSDAC data may result in an apportionment withholding. Continuous failure to certify may result in the placement of the agency on a conditional contract status

6. If my agency subcontracts to sites within another agency, will the subcontractor be responsible for certifying their data seperately?

   No, the contracted agency is responsible for certifying the entire data set as a whole, inclusive of the CSPP children who are enrolled directly and indirectly through subcontracted services and/or services provided through a FCCH provider.

7. Who within my agency should be certifying our monthly data submission in CAPSDAC?

   It is recommended that the agency's Program Director or Executive Director be responsible for certifying the data submitted. However, they can designate another staff member within the agency with the responsibility of certifying the data submission.

8. How should I report "No Services" for the CAPSDAC Monthly child enrollment data certification if my agency did not operate CSPP services during a specific month?

   To report "No Services" for the CAPSDAC monthly data certification, review the certification reports and confirm that there are zero children enrolled. Then, proceed to certify the data submission period as usual. This action communicates to the CDE that your agency did not provide CSPP services to any children during the specified data certification period.

CAPSDAC Submission – Classroom

1. How do we define Mental Health Consultation Services (MHCS)? Do specific roles count as MHCS providers? Does it count when the MHCS professional provides training/consultation for teachers to implement in the classroom?

   The MHCS FAQs web page provides clarification on what mental health consultative services are and the parameters/guidance around them.

2. Should parents or other volunteers who are helping in office or volunteering in the classroom be reported into the system?

   If they are volunteers to meet the adult to child ratio, report that your agency does use volunteers in the Volunteer Frequency field in the Classroom record. Parents and volunteers do not need to be reported in the Staff record.

CAPSDAC Submission – Staff

1. Which staff members within our agency should be included in our CAPSDAC monthly data submission?

   Staff who are funded by the CSPP must be included in the CAPSDAC data submission and this information will be certified on Census Day, the first Wednesday of October. This means you should report staff members directly involved in CSPP classrooms and activities who receive their salaries or wages from CSPP funds. The final decision on which staff to include is based on the LEA, but when considering which CSPP funded staff to include, please:
   • Refer to the CAPSDAC Code Sets for classroom and nonclassroom staff, found on the CAPSDAC Support web page;
   • Then consider staff that are funded through CSPP funds;
   • Then consider staff to meet the adult to child ratio;
   • Then consider which staff are assigned to the classroom (e.g., an LEA may not want to report a substitute or floating staff covering for an assigned teacher or aide on Census Day, the day classroom assignment information is certified and recorded for);
   If a teacher is on extended leave (such as medical or personal leave) but intends to return and continue teaching in the classroom, you should continue reporting that teacher during their absence. They remain the teacher of record. If a teacher has vacated their position due to retirement, resignation, or other separation and there is no permanent teacher of record, but a long-term substitute is assigned to the classroom, then report the long-term substitute’s information.
   • Finally, consider other staff that your agency chooses to include.

   There are three types of staff data that LEAs must submit to CAPSDAC. Each type of staff data is submitted to CAPSDAC in separate files:
   • Staff (STFF): This type includes demographic information on staff, including employment start and end dates, total years of service in the education field, and total years of service in the given LEAs. This information should be updated as changes occur.
   • Staff Assignment (SASS): This type includes job classification information on all staff, as well as job assignment information for certificated staff in non-classroom based assignments.
   • Staff Classroom (SCLR): This type includes classroom-based teacher assignment data. This information is certified on Census Day, based on classroom assignments on Census day.
   

2. Where can I find the definition of each classroom and non-classroom staff role?

   The definition of each staff classroom and non-classroom role can be found in the CAPSDAC Code Set on the CAPSDAC Support web page.

3. How should non-classroom staff be reported?

   CSPP-funded non-classroom staff, such as program directors, administrators, nurses, or other support staff, should be reported in the Staff Assignment (SASS) domain using the appropriate non-classroom role code. These staff members do not need to be reported in the Staff Classroom (SCLR) domain unless they are also assigned to a specific classroom. The Staff Classroom domain should only be used when the staff member has an actual classroom assignment

4. Where can I find the California Statewide Educator Identifier (SEID) for staff within our agency?

   The SEID is typically accessed by the agency’s human resource department through the California Commission on Teacher Credentialing (CTC) SEID Lookup Tool on the Educator Credentialing System (ECS) web page . You can find further information regarding the SEID on the CTC, CTC SEID FAQ web page .

5. Can we use the staff's Workforce Registry ID number (WFR#) instead of the SEID for CAPSDAC reporting?

   No, the SEID and WFR# are distinct identifiers and cannot be used interchangeably. Please only submit the known SEID in the CAPSDAC SEID field.

6. Do all staff members need to have California Statewide Educator Identifiers (SEIDs)?

   No, not all staff members are issued SEIDs by the Commission on Teacher Credentialing (CTC). SEIDs are issued by the CTC to all certificated staff (teaching and non-teaching) that have a valid application or hold a valid certificate, permit or credential maintained by CTC. Certificated staff are individuals that provide educational services including teachers, administrators, counselors, librarians, nurses, speech therapists, and others. This is reported in the CTC SEID FAQ web page .

7. According to CTC guidelines, if a permit is updated should the permit number also change based on the update?

   Per the CTC, yes, each issuance of a document has a unique document number. So, every time an educator renews their Child Development Permit, they will get a new document with a new document number. Or if they upgrade to a higher level of Child Development Permit, that will also be a new document with a new document number. Every time they are issued something by the Commission, there will be a new document with a new document number. However, the CTC does not have a resource specifically about this to reference; this information was gathered through contacting the CTC directly via email. If you have further questions regarding changes to permit numbers, please contact the CTC through their online Contact Us Form .

8. What if a staff member has a gap in their employment with our CSPP?

   If the staff left your agency and is no longer employed by your agency, you should report the date they ended their employment in the Staff Current Employment End Date. Then, when the staff member returns, update their staff record by adding a record and entering their new start date within the Staff Current Employment Start Date field.

CAPSDAC Submission – Child

1. Does the CAPSDAC system automatically generate a unique student ID for each student?

   Yes, the CAPSDAC system will automatically generate a statewide unique child ID, known as the CSPPID, after you enter the student into the system for the first time.

2. What are the implications if children are not added to all relevant classrooms and sites?

   Failure to add children to all relevant classrooms and sites can result in non-compliance with state statutory requirements, leading to incomplete data and inaccuracies in records. This non-compliance can have significant consequences, including the withholding of funds by the California Department of Education (CDE). Furthermore, if a contracted agency consistently fails to meet these requirements, they may be placed on a conditional contract status. Ensuring that all children are accurately added to the appropriate classrooms and sites is crucial for maintaining compliance and securing ongoing funding and support from the CDE.

3. What if the child’s Head-of-Household declines to provide information on their highest level of education?

   The user must select the “Declined to State” option for the Head-of-Household Education fields.

4. If a child is in foster care and the oldest foster child is added to the Head-of-Household (HoH) #1 fields, what should be entered in the "1st HoH Highest Education" field?

   If you are adding the oldest foster child in the family to the Head-of-Household #1 (HoH #1) field, the "1st HoH Highest Education" field should be left as "Decline to State."

5. What should I do if I have a foster child and the foster placement paperwork does not have the Country, State, and City of Birth information?

   If the foster placement paperwork does not have the Country, State, and City of Birth information for a foster child in CAPSDAC, select the "Unknown" option for both the Country and State of Birth fields. For the City of Birth, manually input the word "Unknown" to indicate the missing information.

6. What should I do if I receive an error message stating that the Child’s Date of Birth must be within the age eligible parameters for CSPP?

   Please double check the data entered in the Child’s Date of Birth field, and ensure this child is age-eligible for CSPP. You may use the Pre-K Statutory Age Eligibility Calculator web tool to help determine if the child is eligible for the CSPP services .If you are still receiving this error, please submit a ticket for support through the CAPSDAC Customer Support Portal on the CAPSDAC system site.
   

7. What should I do if the child’s Home Address is unavailable?

   If the child’s parents/guardians are unable to provide the home address, input “Unknown” for Home Address Line 1, Home City, and Home State fields. For the Home ZIP Code, please input “00000-0000.” In this case, all the Mailing Address fields must be left blank.

8. If an over-income family has a child that was enrolled in California State Preschool Program (CSPP) with an Individualized Family Service Plan (IFSP) or Individualized Education Program (IEP), but no longer qualifies for special education services, how is this collected in the California Preschool Data Collection (CAPSDAC) System?

   If a family’s income was determined to be over the income ceiling during the last certification but enrolled in California State Preschool Program (CSPP) pursuant to the child’s Individualized Family Service Plan (IFSP) or Individualized Education Program (IEP) status, and mid-certification period, the child no longer qualifies for special education services, please select the option “No, but the child was certified with an active IEP or IFSP in the last 24 months.” in the CAPSDAC Monthly Data Submission data field “Active IEP or IFSP?”. Using this selection would enable a child that does not currently have an active IEP or IFSP continue to use the eligibility status for Children with Disabilities (Exceptional Needs) for the duration of their certification.
   
   Please keep in mind that only the child who was certified with an active IEP or IFSP in the last 24 months may use the eligibility status for Children with Disabilities (Exceptional Needs) for an over-income family. Siblings of this child must use a different eligibility status if they did not have an active IEP or IFSP in the last 24 months.
   
   As a reminder, Management Bulletin 23-02 states, “If a child’s status of being a child with exceptional needs changes during their 24-month eligibility period, the family is not required to provide a contractor with notice of the change for purposes of maintaining eligibility or recertifying early.
   

9. What should I do if the Head-of-Household #1 and the Child share the exact same name?

   If the Head-of-Household #1 and the Child share the same exact name (e.g., both are named "Steven Smith"), the agency must add the roman numeral "I" after the Head-of-Household #1's First Name to save the record in the system. For example, the Head-of-Household #1's First Name should be entered as "Steven I". In the situation where a foster child is designated as the head of household, please refer to Appendix A of the resource manual for directions on adding foster children.

10. Why should we submit Statewide Student Identifiers (SSID) for children with IEP or IFSP?

    The SSID is issued by the California Longitudinal Pupil Achievement Data System (CALPADS). It is the CDE’s system of records for information on children with special education services. The SSID links the child record in CAPSDAC to CALPADS through daily synchronization. If the child has been issued an SSID through CALPADS, agencies are encouraged to submit the SSID in CAPSDAC.

11. If a child is enrolled at the end of the month and is designated as a Dual Language Learner (DLL) based on the Family Language Instrument, but the Family Language and Interest Interview has not yet been conducted (within the required 30-day window please refer to the definitions of enrollment for the purposes of this guidance), what languages should we enter in the fields from responses in the Family Language and Interest Interview?

    Please ensure that you are attempting to receive responses from the Family Language and Interest Interview as soon as possible for children identified as DLL, and within the 30-day required window. However, if a child is identified as a DLL from the Family Language Instrument but agencies are unable to conduct the Family Language and Interest Interview prior to the next certification due date, please enter the language code "und - Undetermined" for all required fields from the Family Language and Interest Interview (Home Languages, Most-Used Language, Family Written Communication Preference, and Verbal Communication Preference) in which a response was not yet received. However, in the following month by which the Family Language and Interest Interview must be conducted, contractors are required to update all required language fields with the correct languages that were collected during the interview.

12. Should the 'Start Date of Preschool Enrollment' or 'End Date of Preschool Enrollment' fields be updated if the child disenrolls from the program and returns within the same submission period or within the same program year?

    Yes, if the child disenrolls from the program, input the date the child disenrolled in the Enrollment End Date field and the reason for their disenrollment in the Enrollment End Reason field. Then if the child returns, you will add a new enrollment record for that child with the new enrollment start date within that same submission period and/or within the same program year in the Enrollment Start Date field.

13. Should we enter an end date in the ‘End Date of Preschool Enrollment’ field if a child is expected to temporarily pause services during a report period (e.g., the site is closed for summer break) but is expected to return in the fall to continue receiving CSPP services?

    Yes. Contractors should enter an end date in the Enrollment End Date field for children who remain enrolled in the CSPP who are expected to return in the fall to continue services with the same agency. After entering the end date, the Enrollment End Reason “Program Year End” should be entered.

14. If a child is enrolled in both Head Start and CSPP within the same agency, is the family's income required in CAPSDAC?

    Yes, if a child is enrolled and receiving both Head Start and CSPP services from the same agency and is using the Means-tested Government Program as their eligibility status, the family’s monthly income must still be entered in CAPSDAC. The income reported on the Confidential Application for the CSPP EED-9600 Form must be the income provided on the family’s application for Head Start. If income is not documented on the Head Start Application or the income is listed as $0 on the Head Start Application, the contractor will report $0 income for the family in CAPSDAC.

15. What do I enter as "Head-of-Household" name for a foster child?

    When entering information as a foster child, the following guidelines should be followed: Single Foster Child in the Household: If there is only one foster child in the household, enter the foster child's name in both the "Head-of-Household" and "Child" fields. Multiple Foster Children in the Household: If there are multiple foster children in the household that are biological siblings (e.g., family size is two and both children are receiving subsidized services), designate the oldest child as the "Head-of-Household." If the foster children have the same date of birth, choose the child whose first name is alphabetically first. If there are multiple foster children in the household that are not biological siblings, please enter each child as a separate family. In this case, each foster child would follow the guidelines for a single foster child in the household. If you have two foster children, Adam and Zoe, who are twins and share the same date of birth. In this case, enter Adam as the "Head-of-Household" because his name comes first alphabetically..

16. Should we use the same Family Identification Case Number (FICN) for children within a family that are enrolled in both CDE and CDSS program types?

    Yes, contractors are advised to use the same FICN for all children within a family, regardless of the program type.

17. Should we use the same Family Identification Case Number (FICN) for children within a family that are enrolled in both CDE and CDSS program types? What do I enter into CAPSDAC if a family reports more than one language for the Most Used language field?

    The most-used language field can be answered based on the response in the Family Language and Interest Interview, Question 6, and will only accept a single language choice. The home language(s) field can accept more than one language and can be answered based on the response in the Family Language and Interest Interview, Question 4.