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LEA End-of-Year Rollover Activities to Conduct Prior to June 30, 2023.

To:           Local Educational Agency (LEA) Representatives

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

Date:      June 7, 2023

SubjectCALPADS Update FLASH #255

LEA End-of-Year Roll Over Activities to Conduct Prior to June 30, 2023

Purging of Former Foster Youth Report

Per an agreement with the California Department of Social Services (CDSS), report 5.9 - Former Foster Youth – Student List only includes current foster students, which includes those who ceased being a foster youth in the current academic year. The Former Foster Youth report does not span academic years. Therefore, as a reminder, after the weekly upload on July 1, 2023, the report will be refreshed and will begin to show only students who continue to be foster or become foster in the 2023–24 academic year. If there is a need to keep historical records of the former foster youth in the 2022–23 academic year, you must download report 5.9 as a Comma Separated Values (CSV) file or save a copy of the report prior to June 30, 2023.

Preparing for Direct Certification Counts During July and August

Local educational agencies (LEAs) should download the Direct Certification results prior to June 30, 2023, if they have a need to track the students who were directly certified by CALPADS in 2022–23.

LEAs are also reminded that, as they exit their students at the end of the academic year in CALPADS, all students exited with a Student Exit Reason Code of anything other than an E155 – Year End Enrollment Exit will not be sent over for direct certification matching until subsequent enrollment records for the new academic year are posted in CALPADS. This means that while your direct certification counts will include students who have been exited but whom you expect to return in the next school year (students exited with E155), your direct certification counts could still be significantly lower than expected until subsequent enrollments are submitted to CALPADS.

End-of-Year Submission Reminders

Updating the Consolidated Application and Reporting System (CARS) for Schoolwide Program (SWP) Status

LEAs are reminded that LEAs must identify schools with a schoolwide program (SWP) status by certifying the 2022–23 Title I, Part A Notification of Authorization of Schoolwide Program in the Consolidated Application and Reporting System (CARS). CALPADS LEA Administrators should communicate with their Title I Coordinators to certify this form in CARS as soon as possible for any schools with a SWP status.

Until schools with a SWP status are updated in CARS, they are considered Title I Targeted schools. These LEAs will receive fatal certification validation error, CERT097 – Missing Title I Targeted Assistance Program Records, if no student program records with an Education Program Code of 122 – Title I Targeted, have been submitted to CALPADS and they will not be able to certify the End-of-Year (EOY) 2 submission. Refer to CALPADS Flash #252 for more information.

Ad Hoc Data Collection Deadline Reminders

Armed Services Vocational Aptitude Battery Test (ASVAB) Reporting

The ASVAB Reporting System (located at is currently open for the 2022–23 school year. Accountability and Dashboard Coordinators should be working with their CALPADS Administrators to ensure that the appropriate data are submitted. LEAs submitting data to the ASVAB Reporting System must do so by June 30, 2023. Refer to CALPADS Flash #251 for more information.

Independent Study Attendance Collection (ISAC) System Reporting

LEAs must submit the CALPADS Student Absence Summary (STAS) files to the ISAC Reporting System for School Year (SY) P-EBT 4.0. The ISAC will close on June 30, 2023. For eligible students to receive SY P-EBT 4.0 benefits, LEAs must submit data to the ISAC by June 30, 2023. For more information refer to CALPADS Flash #250.

Summer Reminders

New Transitional Kindergarten (TK) Grade Level Available July 1, 2023

LEAs are reminded that beginning July 1, 2023, for the 2023−24 school year, a new Transitional Kindergarten (TK) grade level will become available in CALPADS. Specifically, the following changes will become effective July 1, 2023:

  • New Transitional Kindergarten (TK) Grade Level code with Start Date of 7/1/2023
  • Modification to Kindergarten (KN) grade level definition
  • Retirement of Education Program code 185 (Transitional Kindergarten) with End Date of 6/30/2023
  • Updates to Valid Code Combinations
    • Student Exit Reason - Grade Level: TK added with First Academic Year Effective 2023−2024
    • Completion Status - Grade Level: TK added with First Academic Year Effective of 2023−24
    • Course Group Master Combos: “Grade Low” will change from KN to TK
    • Education Program - Membership Category: Added Last Academic Year Effective for Program code = 185 of 2022−2023

Beginning July 1, 2023, when data are exported from CALPADS and sent to the Test Operations Management System (TOMS), the CDE will transform the new transitional kindergarten (TK) grade level to kindergarten (KN). This will not impact any LEA function. As TK is defined as the first year of a two-year kindergarten program in statute, this interim solution continues to support eligible students’ civil rights to receive English learner (EL) programs and services if identified as an EL.

The students in grade TK in CALPADS (and transformed to KN in TOMS) will be able to test with the Initial English Language Proficiency Assessments for California (ELPAC) or Initial Alternate ELPAC. Further guidance on assessing TK students will be forthcoming from the CDE’s Assessment Development & Administration Division.

Toddler Grade Level Retired on June 30, 2023

There is no reporting need to identify “toddlers” or students who are 19 through 35 months old. Therefore, the Grade Level -TD (Toddlers) will be retired on June 30, 2023, and the definition for IN (infant) will be modified to include Toddlers. The Grade Level – TD will also be removed from the Student Exit Reason – Grade Level Valid Code Combinations document.

Reporting Students who Become Reclassified Fluent English Proficient During the Summer

For students who are redesignated to Reclassified Fluent English Proficient (RFEP) after the student has been exited for the school year and for returning students, before they are enrolled in the next school year, LEAs should follow the guidance provided in CALPADS Flash #219 for what English Language Acquisition Status (ELAS) start date to use for the RFEP status, to ensure that student is included in a school’s RFEP count. If an ELAS start date is submitted to CALPADS that is a date when the student is not enrolled in a school, the student will not be counted in any school RFEP counts.

Steps for Assessing Students with the Initial English Language Proficiency Assessments for California (ELPAC) or Initial Alternative ELPAC

In order to assess students with the Initial ELPAC or Alternate Initial ELPAC, students must have a CALPADS enrollment. This means that LEAs who choose to test students during the summer must “pre-enroll” students in CALPADS. Refer to CALPADS Flash #219 for more information, including the specific steps to take to pre-enroll a student.

Questions:   CALPADS/CBEDS/CDS Operations Office | | 916-324-6738
Service and Support: CALPADS-CSIS Service Desk | | 916-325-9210
Last Reviewed: Wednesday, June 21, 2023
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