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Transition of CASEMIS to CALPADS

California Department of Education
Official Letter
California Department of Education
Official Letter
October 25, 2016

Dear County and District Superintendents and Charter School Administrators:

Consistent with the State Superintendent’s Blueprint for Great Schools 2.0, the California Department of Education (CDE) continues to streamline the collection of data and increase its quality to facilitate data-driven decision-making in support of continuous improvement at both the state and local levels. The next major step in this ongoing effort is the transition of the California Special Education Management Information System (CASEMIS) data collection into the California Longitudinal Pupil Achievement Data System (CALPADS). The one-time work associated with this transition will translate into ongoing benefits that include reduced data-related workload and increased data quality. Perhaps most importantly, this integration of data will also support programmatic efforts to include students with disabilities (students with individualized education plans or service plans) to a greater extent in the general education environment.

The success of this important effort depends on strong collaboration between the CDE, the Special Education Local Plan Areas (SELPAs), local educational agencies (LEAs), and student information system (SIS) and special education system (SES) vendors. It will be especially critical for local CALPADS and special education staff to receive support to work closely together during and following the transition.

The CDE has developed a high level timeline that includes a test phase in 2018–19 and full implementation in 2019–20. A more detailed timeline is attached. While full implementation is in the future, it is important that LEAs begin now to modify existing business processes to ensure integrity between data maintained by local SIS and SES.

The CDE has already begun discussions with SELPAs and SES vendors, and will begin to reach out to LEA-level special education and CALPADS staff. Please forward this information to key special education staff and CALPADS LEA administrators. Project updates will be provided primarily through the CASEMIS to CALPADS (C2C) Listserv. Information on how to subscribe to the C2C Listserv can be found on the CDE CALPADS Listservs Web page at

For more information, please contact Shiyloh Duncan-Becerril, Administrator, Special Education Division, by phone at 916-327-3547 or by email at; or Karen Almquist, Administrator, CALPADS/CBEDS/CDS Operations Office, by phone at 916-319-0529 or by email at


/s/                                                                    /s/

Kristin Wright, Director                                Jerry Winkler, Director

Special Education Division                        Education Data Management Division


Enclosure 1
Change Description Benefit

When and how often data will be collected

  • Fall Census Day for special education data will be changed from December 1 to the first Wednesday in October, June 30 date will not change
  • Correction window will run through the end of November
  • Special education data will need to be updated in local special education systems on a more frequent basis to ensure that the Test Operations Management System (TOMS) has necessary accommodation information at the time of testing
  • Special education data may need to be submitted to CALPADS on a more frequent basis (frequency to be determined)
  • Data collection and reporting dates will be consistent with other data collections in California Longitudinal Pupil Achievement Data System (CALPADS)
  • Local data systems will be updated more frequently
  • Data that are shared between local systems will become more synchronized
What additional data will be collected through CALPADS
  • Testing accommodations for TOMS
  • Desired Results Developmental Profile
  • Data will be collected in one system

How the data will be collected

  • Collection of the special education data will be automated through the use of an application program interface
  • Free up staff resources currently spent compiling data files for submission to the state
  • Allow special education staff to view error reports (sent from CALPADS) directly through their special education system
  • Eliminate the need to submit testing accommodations to TOMS for the California Assessment of Student Performance and Progress (CAASPP)
  • Allow LEAs and Special Education Local Plan Area (SELPA) staff to view data simultaneously in CALPADS

Enclosure 2
High-Level Project Timeline
Academic Year Project Activities Who’s Responsible?

Communication of project progression to the local educational agencies (LEAs) and Special Education Local Plan Areas (SELPAs)

California Department of Education (CDE)/California School Information Services (CSIS)
2016–17 Development of data specifications, requirements, and business rules


Student Information System (SIS) vendors

Special Education System (SES) vendors

2016–17 Technical Enhancements to California Longitudinal Pupil Achievement Data System (CALPADS) CDE/CSIS


Enhance integration between SIS and SES

SIS vendors    

SES vendors
Development of local data governance committees and policies LEAs

Continued communication and training for test year

Continued CALPADS technical enhancements


Test year–California Special Education Management Information System and CALPADS to run parallel submissions

Test year evaluation




Training for all LEAs and SELPAs CDE/CSIS
2019–20 Full Implementation CDE/CSIS

Last Reviewed: Wednesday, January 8, 2020

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