CALPADS Update Flash #301

To:           Local Educational Agency (LEA) Representatives

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

Date:      May 06, 2025 – NOTE REVISION BELOW DATED MAY 30, 2025

Subject:  CALPADS Update FLASH #301

[Update: May 30, 2025: Please note the new opening date for the Supplemental SUN Bucks Collection (SSBC) of June 9, 2025.]

Education Data Collection System: 2024−25 Collections

The Education Data Collection System (EDCS), administered by the CALPADS Office (CO), supports separate data collections, including data being evaluated for potential inclusion in CALPADS, or data that are necessary for an ongoing program, but more time is needed to modify CALPADS to collect the required data.

In the 2024−25 academic year, the EDCS system will continue to collect data for the Armed Services Vocational Aptitude Battery (ASVAB) and the State Seal of Civic Engagement (SSCE) programs. Starting this year, the California Department of Education (CDE) will also collect supplemental data for the SUN Bucks program.

[May 30, 2025 Revision: NOTE THE NEW OPENING DATE for the Supplemental SUN Bucks Collection (SSBC), which is now June 9, 2025.]

The data submission windows are:

• ASVAB: May 1, 2025 to August 29, 2025
• SSCE: June 1, 2025 to August 29, 2025
• Supplemental SUN Bucks Collection (SSBC): June 9, 2025 to January 1, 2026

Each program is described briefly below. For more detailed information, Local Educational Agencies (LEAs) should refer to the CDE EDCS web page: https://www.cde.ca.gov/ds/dc/edcs.asp

Accessing the EDCS

Access to the EDCS is granted to CALPADS LEA Administrators and other staff authorized by them. CALPADS LEA Administrators authorized on or before May 1, 2025 have been given access, and their existing passwords remain valid but can be reset if needed. CALPADS LEA Administrators authorized after May 1, 2025, will need to request EDCS access by sending an email to educationdatacollection@cde.ca.gov.

Additionally, users who were authorized last year and who submitted SSCE or ASVAB data will retain access. To request access for new users who did not submit SSCE or ASVAB data last year, the CALPADS LEA Administrator must email educationdatacollection@cde.ca.gov. Please include “EDCS Access Request” in the subject line and provide in the body of the email the user’s name, position, email, and phone number. Once the CDE has approved the request, the user will receive a confirmation email and a link to create/reset their password.

Refer to the CDE EDCS Access web page for more information: https://www.cde.ca.gov/ds/dc/edcsaccess.asp

Armed Services Vocational Aptitude Battery Collection

The ASVAB data continues to be evaluated for inclusion in the College/Career Indicator (CCI) on the California School Dashboard (Dashboard) by the State Board of Education (SBE) and the CDE. The ASVAB data collection remains the same as in past years. LEAs are strongly encouraged to submit ASVAB results to the CDE during the May 1, 2025 to August 29, 2025 submission window.

More information and instructions can be found on the CDE EDCS web page at: https://www.cde.ca.gov/ds/dc/edcs.asp

State Seal of Civic Engagement Collection

The SSCE data continue to be evaluated for inclusion in the CCI on the Dashboard by the SBE and the CDE. The process of submitting this data to the EDCS remains the same as last year. LEAs that have requested SSCE insignias from the CDE must also submit data to the EDCS for the individual students who earned the SSCE. LEAs will submit final individual student SSCE data to the EDCS after SSCE insignias have been received and distributed to eligible students.

More information and instructions can be found on the CDE Education Data Collection System web page at: https://www.cde.ca.gov/ds/dc/edcs.asp

Supplemental SUN Bucks Collection

LEAs participating in federal meal programs must submit additional data through the Supplemental SUN Bucks Collection (SSBC) for certain students to be eligible for 2025 SUN Bucks benefits. Specifically, for students who are not directly certified or are not categorically eligible (e.g., homeless, foster, and migrant students), LEAs must submit the following data to EDCS:

• The date the student submitted a Universal Benefit Application (UBA) that was approved by the LEA
• The date the student submitted a National School Lunch Program (NSLP) application that was approved by the LEA
• The date the LEA extended benefits to the student based on another member of the household being directly certified
• For students who are ages 0 – 5 or 19 – 22 (inclusive), the date the student was directly certified based on a local process conducted by the LEA and their county welfare department

Specific instructions for importing SSBC data into EDCS will be posted soon. In addition, a separate Flash on the SSBC in the EDCS is forthcoming and will provide more detailed information about the SSBC and data submission to the EDCS system.

More information and instructions can be found on the CDE Education Data Collection System web page: https://www.cde.ca.gov/ds/dc/edcs.asp

• Note: Please be advised that updates to the SUN Bucks Flash #297 are coming soon that will reflect additional and updated information about important changes to Summer 2025 SUN Bucks, Universal Benefits Application, data submissions, and pull dates.