CALPADS Update FLASH #253

To:           Local Educational Agency (LEA) Representatives

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

Date:      May 17, 2023

Subject:  CALPADS Update FLASH #253

Reminder to Update CALPADS for Summer Pandemic Electronic Benefit Transfer Program 4.0 by May 22

California’s Summer Pandemic Electronic Benefit Transfer (P-EBT) program 4.0 for 2022−23 has been approved by the United States Department of Agriculture (USDA). As described in Flash #250, the Summer P-EBT 4.0 program will provide benefits to public school students who were enrolled in a school participating in a federal meals program (National School Lunch Program or School Breakfast Program) in May 2023 and met the Free or Reduced-Price Meal (FRPM) eligibility requirements at some point during the school year.

LEAs are reminded to update student enrollment/exit, program, and address data in CALPADS by May 22, 2023.These data will be used to determine student eligibility for Summer P-EBT 4.0 benefits. Enrollment/exit and eligibility are determined based on records that were open at any time during the 2022−23 school year; therefore, it does not matter if records have been closed. To determine Summer P-EBT 4.0 benefits, it is particularly important that LEAs update CALPADS by May 22, 2023, with any student exits that occurred prior to May 1, 2023 and any new student enrollments that occurred on May 1 or after for the 2022−23 school year.

Since students who are enrolled for at least one day in May 2023 may be eligible for benefits, the CDE will conduct a second pull of data on June 1, 2023 ONLY to capture any students who newly enrolled in a participating school after May 22 and before June 1.

Populating Student Addresses in CALPADS

We anticipate that a very large number of students will be eligible for Summer P-EBT benefits. Since P-EBT cards will be sent directly to students in the mail, it is particularly important that LEAs update student addresses in CALPADS by May 22, 2023. If a student does not have an address, LEAs should populate the student’s address with either the school address or district address, depending on whether school site or district office staff will be responsible for distributing cards to students. If no address is provided for a student, the CDE will include the district office address for the student prior to sending the information to the California Department of Social Services for processing. Refer to Flash #250 for more information on populating student addresses in CALPADS for P-EBT purposes.

Independent Study Attendance Collection (ISAC) System Open for School Year P-EBT 4.0

The Independent Study Attendance Collection (ISAC) is now open. LEAs can upload attendance data to the ISAC using the Student Absence Summary (STAS) for School Year (SY) P-EBT 4.0. Since attendance data is only required through May 11, 2023, LEAs can submit all required data, which includes monthly attendance for each month August 2022 through April 2023, and for May 1, 2023 through May 11, 2023.

LEAs must submit data to ISAC by June 30, 2023 in order for eligible students to receive P-EBT SY benefits. Refer to Flash #250 for more information on ISAC and SY P-EBT 4.0.

County Offices of Education (COEs) may monitor the progress of ISAC submissions by the LEAs in their county by viewing reports from this link: https://www2.cde.ca.gov/isacreportingsystem/Report/ISACReportsMain

These reports are updated on an ongoing basis. They display the LEAs that have uploaded data to ISAC by county as well as “Missing LEAs,” which are those LEAs that have not yet uploaded data to the ISAC.