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CALPADS Update Flash #240

This Flash addresses 2022-23 Fall 1 and 2 Changes.

To:           Local Educational Agency (LEA) Representatives

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

Date:      October 3, 2022

SubjectCALPADS Update FLASH #240

2022−23 Fall 1 and 2 Changes

This Flash highlights the changes that impact the CALPADS 2022−23 Fall 1 and 2 submissions. The new codes and Input Validation Rules (IVRs) will be available September 30, 2022, and the changes impacting certification reports and corresponding supporting reports will be available October 11, 2022.

Addition of Foster Youth in Voluntary Placement

Assembly Bill 1055 (Chapter 287, Statutes of 2021) amended Education Code Section 42238.01(b)(5), to include within the definition of “foster youth,” a child who is the subject of a voluntary placement agreement (as defined in Subdivision (p) of Section 11400 of the Welfare and Institutions Code) for purposes of determining the Unduplicated Pupil Count (UPC) used in determining the supplemental and concentration grant under the Local Control Funding Formula (LCFF). Accordingly, the CDE is now receiving from the California Department of Social Services, those foster youth who are the subject of a voluntary placement agreement, and will be including those students in CALPADS reports.

Specifically, students who are foster youth based on a voluntary placement agreement will be included in all reports that display counts of “foster youth,” including Certification Report 1.17 which provides the UPC. Additionally, voluntarily placed foster youth will be included in Report 5.6 – Foster Youth Enrolled – Count, and Report 5.7 – Foster Youth Enrolled – Student List, with an indication of “VP” for “Voluntary Placement.” These changes will also be made to the corresponding County Authorizing reports.

Changes to Certification Report 1.17 – FRPM/English Learner/Foster Youth – Count and related Supporting Reports 1.18, 1.19, 1.20, C/A 1.17

Certification Report 1.17 – FRPM/English Learner/Foster Youth – Count, and related supporting reports 1.18, 1.19, 1.20, and C/A 1.17 are being modified to reflect only students who are apportionment-eligible for the UPC used in calculating the supplemental and concentration grants under the LCFF. To reflect this change as well as other statutory changes related to LCFF, the following changes are being made to these reports:

  • The reports are being renamed to the following:
    • Certification Report 1.17 – LCFF Unduplicated Pupil – Count
    • Report 1.18 – LCFF Unduplicated Pupil – Student List
    • Report 1.19 – COE LCFF Unduplicated Pupil – Count
    • Report 1.20 – COE LCFF Unduplicated Pupil – Student List
    • Report C/A 1.17 – C/A – LCFF Unduplicated Pupil Count
  • The age-eligibility filter is being removed because it is no longer necessary, as the reports now only include students who are LCFF eligible. LEAs should now refer to Report 1.1 Enrollment – Primary and Short-term Enrollment Count by Subgroup for counts of all transitional kindergarten students (even those who are not eligible for apportionment), and for counts of Title I low-income students (ages 5–17 years old only).
  • In future years, the reports will be adjusted annually to only include the 4-year-old transitional kindergarten (TK) students who will turn five by specified dates. In 2022−23, Certification Report 1.17 will include students if they turn 5 years old between September 2, 2022 and February 2, 2023. The report will then be adjusted annually as students become eligible for transitional kindergarten based on the phase in specified in statute, until 2025−26, at which time the report will include all students who turn four by September 1 of the school year. (Refer to Flash 228 for more information on TK data in CALPADS.)
  • The reports will include in the “foster” column, those foster youth who are the subject of a voluntary placement agreement.

Changes to Reports 1.1 – Enrollment – Primary and Short-term Enrollment Count by Subgroup and 1.2 – Enrollment – Primary and Short-term Enrollment Student List

Because Certification Report 1.17 and related supporting reports now focus only on students who are apportionment-eligible for the UPC, LEAs should refer to Certification Report 1.1 – Enrollment – Primary and Short-term Enrollment Count by Subgroup, and supporting report 1.2 – Enrollment – Primary and Short-term Enrollment Student List, for:

  • The count of all TK students, including those who do not generate average daily attendance (ADA) because they do not turn five by specified dates.
  • The count of Title 1 (ages 5 -17 years old only) low-income students, or the count of ALL (kindergarten-12) students, using the new “Age Eligibility” filter.

In addition, a new “Free and Reduced-Price Meal (FRPM) Eligible” column has been added to the report to assist LEAs in determining their Title I “low-income” student counts.

Changes to Special Education Reports

The following reports are being modified to limit Education Plans 700 – Eligible – No Education Plan (Parent Declined FAPE – Private Placement), 800 – Eligible – No Education Plan (Other Reasons), 900 – Not Eligible, to meetings on or after July 1 of the reporting Academic Year. Since students never “exit” from these plan types, this change will exclude such plans from previous years.

  • 16.1 – Students with Disabilities – Education Plan by Primary Disability Count
  • 16.2 – Students with Disabilities – Count by Federal Setting
  • 16.3 – Students with Disabilities Profile – List
  • 16.11 – Students with Disabilities – Annual Comparison Report

New IVR on Student English Language Acquisition File

Students who take the Initial English Language Proficiency Assessments for California (ELPAC) and are identified as English learners (ELs) cannot be reclassified as Re-designated Fluent English Proficient (RFEP) until they have met certain criteria, which includes taking and achieving specified scores on the Summative ELPAC. Therefore, students who are identified as EL by taking the Initial ELPAC cannot be reclassified in the same year that they took the Initial ELPAC, prior to taking the Summative ELPAC. The CDE, however, has found that some LEAs are submitting RFEP records for students with start dates after July 1, and before the Summative ELPAC window even opens for that same academic year on February 1.

Therefore, if an RFEP record is submitted before February 1 (the opening of the annual Summative ELPAC testing window) for students with an EL start date that is greater than July 1 of that same academic year, a new IVR, SELA0589 – RFEP Student cannot be reclassified prior to being administered the summative assessment, will trigger.

New Course Codes for Cambridge Courses

Cambridge International courses and exams are based on a curriculum that prepares high school students with the knowledge and skills they need to succeed in college and university. With more California public schools are offering this curriculum, course codes 9600 – 9700 are now included in the Course Group State code set to be used for students enrolling and completing Cambridge courses. These new codes will be included in the CALPADS Code Set 14.0.

Note that the Cambridge courses listed below will require population of the Course Content Area Subcategory Code field on the Course Section file (CRSE/CRSC), using the existing codes in the Course Content Area Subcategory code set.

  • 9601 – Cambridge Pre-Advanced World Language
  • 9610 – Cambridge Pre-Advanced First Language

New Non-Classroom Based Assignment or Support Assignment Codes

The following three codes are being added to the Non-Classroom Based or Support Assignment code set:

Coded Value Name Definition
6028 Teacher on Special Assignment A teacher who has consented to serve in a non-instructional assignment.
6029 Special Education Case Manager (non-instructional) A staff member who manages and coordinates individualized education program (IEPs) for students with disabilities. This staff member does not provide instruction to students with disabilities.
6030 Program Coordinator – School Site Level A staff member at the school site level charged with development, direction, implementation, and coordination of programs designed to improve instruction and enhance student learning.

These new codes will be included in CALPADS Code Sets v14.0.

Questions:   CALPADS/CBEDS/CDS Operations Office | | 916-324-6738
Service and Support: CALPADS-CSIS Service Desk | | 916-325-9210
Last Reviewed: Friday, February 2, 2024
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