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Topics include: CALPADS deadline dates; CALPADS functionality phase-in; business rule changes for submitting discipline data in 2018-19; clarification on definition of suspension; ELAS start date for students tested with Initial ELPAC.

To:            Local Educational Agency (LEA) Representatives

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

Date:       November 5, 2018

SubjectCALPADS Update FLASH #145

CALPADS Deadline Dates

The Fall 1 certification deadline has been moved to December 7, 2018 and the close of the Amendment Window has been moved to January 18, 2019. The Unduplicated Pupil Count (UPC) data certified on Report 1.17 – FRPM, EL, Foster Count by the first certification deadline will be used to calculate the First Principal Apportionment; any data certified or recertified by the close of the Amendment Window will be used to calculate the Second Principal Apportionment. After the close of the Amendment Window, there will be no further opportunity to amend these data except through the Local Control Funding Formula audit process.

Local Educational Agencies (LEAs) should strive to certify accurate data by the December 7, 2018 deadline, and to use the Fall 1 enrollment counts and the UPC data in their budget projections on the First Interim Report due to their County Office of Education (COE) on December 15, 2018. COEs must complete their reviews of First Interim Reports by January 15, 2019. Accurate data used for budget projections on these reports facilitate COE reviews. Should any issues arise from the COE review, LEAs will have limited time during the Amendment Window to further update their data, so timely communication between COEs and their districts is crucial. Please note that COEs lose visibility into the CALPADS reports that LEAs certify, if the LEA decertifies. Therefore, to facilitate COE review, LEAs should not immediately decertify following the December 7, 2018 deadline. LEAs may continue to update their data and review “revised uncertified” reports; once the LEA is satisfied with the updates, LEAs may then decertify and recertify the reports. 

The deadlines for the Fall 2 submission will be announced once the Fall 2 functionality has been fully deployed, tentatively scheduled for mid-December.

CALPADS Functionality Phase-In

Currently only Fall 1 2018–19 and the components needed to facilitate Fall 1 (e.g., SSID requests, Direct Certification, etc.) are supported in CALPADS. Historical reports, Fall 2 and End-of-Year (EOY) components will be phased in over the next few months. This means that Fall 2 and EOY files cannot be submitted at this time and historical reports are not available. Starting on November 6, selected EOY 3 reports for 2017–18 snapshot reports will be available to help LEAs reconcile the information posted on DataQuest and in the California School Dashboard.

Business Rule Changes for the Submission of Discipline Data in 2018–19

Recent changes to federal reporting requirements enables alignment of the business rules for the reporting of discipline data so that: (1) the discipline data for all students, including students with disabilities, follow the same rules; and (2) the reporting requirements follow the same rules as the Office of Civil Rights (OCR) data collection. These business rule changes were discussed in the October 2018 CALPADS Information Meeting (CIM), and are discussed in more detail in the following sections.

LEAs must report all incidents regardless if it results in a disciplinary action of suspension or expulsion

LEAs must now report all incidents in which a statutory offense is committed, regardless if it results in a disciplinary action of suspension or expulsion. This means that LEAs are required to report incidents that result in “other means of correction” as outlined in California Education Code (EC) Section 48900.5. For such incidents, the Disciplinary Action Category Code 300 should be used. This code has been renamed from “No Suspension or Expulsion” to “Other Means of Correction or No Action,” and the definition for this code has been changed to the following:

An individual committed an offense as defined in Education Code 48900 or 48915, was not suspended or expelled, but the matter was addressed with either no disciplinary action at all or other means of correction. Other means of correction includes, but is not limited to:

  1. A conference between school personnel, the pupil’s parent or guardian, and the pupil.
  2. Referrals to the school counselor, psychologist, social worker, child welfare attendance personnel, or other school support service personnel for case management and counseling.
  3. Study teams, guidance teams, resource panel teams, or other intervention-related teams that assess the behavior, and develop and implement individualized plans to address the behavior in partnership with the pupil and his or her parents.
  4. Referral for a comprehensive psychosocial or psychoeducational assessment, including for purposes of creating an individualized education program, or a [Section504] plan.
  5. Enrollment in a program for teaching prosocial behavior or anger management.
  6. Participation in a restorative justice program.
  7. A positive behavior support approach with tiered interventions that occur during the school day on campus.
  8. After-school programs that address specific behavioral issues or expose pupils to positive activities and behaviors, including, but not limited to, those operated in collaboration with local parent and community groups.9. Any of the alternatives described in Section 48900.6 [relating to “community service”].

It should be noted that incidents that result in “other means of correction” are not included in the Suspension Rate posted on DataQuest or used for the Dashboard. In fact, reporting “other means of correction” shows that a school is following legislative intent by implementing alternatives to suspension so that students do not miss instructional time.

Clarification as to what is a “suspension”

Suspensions include (1) suspensions from school by the principal or designee pursuant to EC Section 48911(a), 48900.2, 48900.4 and 48900.7, and (2) suspensions under the authority provided by EC Section 48910(a). Suspensions from school include both “home” suspensions and suspensions in a supervised classroom as defined in EC Section 48911.1.As stated in EC Section 48925(d), suspensions do not include (1) reassignment to another education program or class at the same school where the pupil will receive ongoing instruction for the length of day prescribed by the governing board for pupils of the same grade level, or (2) referral to a certificated employee designated by the principal to advise pupils, or (3) removal from the class, but without reassignment to another class or program, for the remainder of the class period without sending the pupil to the principal or the principal’s designee as provided in EC Section 48910.Note that these three items specified in EC Section 48925(d) are not “in-school suspensions.”  “In-school suspensions” are when the principal or the principal’s designee, assigns a student to a “supervised suspension classroom” as defined in EC Section 48911.1.

Reporting “Incident Disciplinary Action Duration Days”

The “Incident Disciplinary Action Duration Days” is collected to enable the CDE to report the number of instructional days a student misses due to a disciplinary action. It should also be noted that EC Section 48915(d)(f) requires LEAs to refer students who are expelled pursuant to EC Section 48915(b)(c)(e), to a program of study that meets conditions specified under EC Section 48915(d).

Therefore, when reporting data on the Student Discipline (SDIS) file in Field 4.2 – Incident Disciplinary Action Duration Days, LEAs should include:

  • If a student was first suspended prior to a final disciplinary action of expulsion, the number of instructional days that the student missed instruction due to the suspension that preceded the expulsion; and
  • The number of instructional days the student missed due to the expulsion, which would be the number of instructional days from when the student is exited due to the expulsion to when the student is enrolled in a subsequent school, or the end of the school year, whichever comes first.

LEAs should report all increments of suspensions for all students

Previously, LEAs were instructed to report incidents resulting in half-day suspensions for students with disabilities, and to only report incidents resulting in full-day suspensions for all other students. To align with Office of Civil Right rules, LEAs should now report all suspensions, regardless of the length of suspension, and they should report the increment in Field 4.2 – Incident Disciplinary Action Duration Days, which allows for increments of less than one day. The CDE will make adjustments to the calculation of the Suspension Rate so that this change in data collection will not impact the accountability measure.

LEAs must report all disciplinary actions for all students that occur at a Nonpublic, Nonsectarian School (NPS)

LEAs are required to report suspension and expulsion data for students attending Nonpublic, Nonsectarian Schools.

Important to inform and train site staff

It is important that clear policies and procedures are in place that support the accurate reporting of discipline data and that site staff are informed and trained on these policies and procedures.

English Language Acquisition Status (ELAS) Start Date for Students Tested with the Initial English Language Proficient Assessments for California (ELPAC)

LEAs are required to assess new students with the Initial English Language Proficient Assessments for California (ELPAC) within 30 days of enrollment. LEAs have also been instructed to use the date that testing was completed as the start date for the resulting English Language Acquisition Status (ELAS). Students who are first enrolled just prior to, or on Census Day, may not be tested until after Census Day. This would result in students identified as English Learners not being eligible for funding under the Local Control Funding Formula. Therefore, in such cases, LEAs may submit an ELAS Start Date of Census Day or before.

When the business rules for the automatic transfer of Initial ELPAC results and the ELAS from the test vendor to CALPADS are determined, the CDE will consider allowing ELAS Start Dates through October for students enrolled on Census Day to qualify for LCFF funding, similar to eligibility for Free and Reduced Price meals.

Questions:   CALPADS/CBEDS/CDS Operations Office | | 916-324-6738
Last Reviewed: Wednesday, March 17, 2021
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