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This update FLASH covers: The Fall 1 amendment window deadline; the February 8, 2014 maintenance release; change to EOY priorities and schedule; and highlights of CALPADS changes for 2014–15.

To:            Local Educational Agency Representatives

From:       California Department of Education – CALPADS Team

Date:        February 6, 2014

Subject:  CALPADS Update FLASH #86

Fall 1 Amendment Window Deadline

The amendment window deadline for the 2013–14 CALPADS Fall 1 Data Submission is this Friday, February 7, 2014.

CALPADS Maintenance Release

There will be a CALPADS maintenance release this Saturday, February 8, 2014, and updates will be in production on Monday, February 10, 2014. CALPADS will be unavailable from Friday, February 7 at 6 p.m. until Monday, February 10 at 6 a.m. to accommodate this release. The defect fixes will be specified in a Release Update, which will be available on the Monday following the release via the Release Updates link on the CDE CALPADS Web page at A listserv message will be sent when the Release Update has been posted on the CALPADS Web page.

Change to End-of-Year Priorities and Schedule

The 2013–14 End-of-Year (EOY) submission window opens Monday, May 12, 2014 and ends on Friday, July 18, 2014. There will be no amendment window for the 2013–14 EOY submissions in order to implement necessary changes to the CALPADS data structure and file formats. In recognition of the shortened submission window, LEAs should prioritize EOY submissions as follows:

  • EOY 2 – Program Participation
  • EOY 3 – Student Discipline
  • EOY 4 – Student Waivers
  • EOY 1 – Course Completion

For the EOY1 – Course Completion submission, LEAs should prioritize submitting data related to the completion of advanced courses (Advanced Placement and International Baccalaureate) and Career Technical Education (CTE) completion because these data are currently being considered as measures for the college and career indicator for the high school Academic Performance Index (API). There will be no penalty for LEAs that fail to certify EOY 1 and a letter will not be sent to superintendents.

CALPADS will be taken offline at the end of the workday on Friday, July 18, 2014, in order to implement changes and convert data. When CALPADS comes back online on Monday, July 28, 2014, CALPADS will no longer accept the old file formats, and will begin accepting the new file formats. An updated CALPADS File Specifications (CFS) document will be posted via the System Documentation link on the CDE CALPADS Web page (at in the second week of February 2014.

Highlights of CALPADS Changes for 2014–15

CALPADS data have become critical to funding, accountability, and assessment functions: The unduplicated count of disadvantaged students produced by CALPADS feeds the supplemental and concentration grant portions of the Local Control Funding Formula (LCFF); student enrollment/exit, demographic, and program data are used to determine accountability subgroups; and enrollment data will be used to register students for the Smarter Balanced computer-based assessments. The use of CALPADS data in these high stakes functions necessitates changes to CALPADS to further improve data quality and the submission processes. Highlights of the changes include:

  • Removes a number of data elements from the Student Information (SINF) file format and places them in other file formats, making it easier for local educational agencies (LEAs) to see and understand the data associated with a given student, and reducing the need to submit the SINF on a routine/frequent basis;
  • Utilizes students’ Grade Level from the Student Enrollment (SENR) record, making it clear what grade a student is in throughout the year, and converts students’ grade histories to align with their enrollment histories;
  • Requires enrollment records to be exited at the end of each school year;
  • Creates a new file format, the Student English Language Acquisition (SELA) file, for the submission of English learner data, and collapses the English Learner Acquisition Status (ELAS) history to reduce the amount of redundant data in CALPADS, helping LEAs to understand students’ previous designations;
  • Moves the District of Geographic Residence and Interdistrict Transfer fields to the SENR file format and adds two new interdistrict transfer codes. County Offices of Education (COEs) and charter schools operating county programs will be required to populate the Interdistrict Transfer field to determine the counts of disadvantaged students enrolled in COEs that will be attributed to the LEA of geographic residence for LCFF calculations; and
  • Adds new education program codes and data elements to the Student Program (SPRG) file format to collect the foster and homeless data required for LCFF and federal reporting, and retires the Primary Residence Code.

The summary in Attachment 1, beginning on the following page, provides a more detailed description of the changes, describes the resulting changes to business practices, and provides the rationale for making each change.

These changes have been vetted with the student information system (SIS) vendors and LEAs with custom systems, and refinements have been made based on the input received. We recognize that modifications to local systems and business practices for 2014–15 will be required; however, these changes will make data submissions easier and the data more useable and understandable in the future. A letter has been sent to superintendents and charter school administrators informing them of this proposal and asking for their support to implement these changes.
Attachment 1
Summary of Major CALPADS Changes
Changes to the Student Information (SINF) file:
Change Change in Business Practice Rationale/Benefit

These fields will be moved from the SINF to another file or retired:

Moving to SENR:

  • Grade Level Code
  • Interdistrict Transfer Code
  • District of Geographic Residence

Moving to new Student English Language Acquisition (SELA) file:

  • Primary Language Code
  • English Language Acquisition Status Code
  • English Language Acquisition Status Start Date

Retired Elements:

  • Primary Residence Category Code
  • Student Proficient or Advanced for ELA Code
  • All current filler fields
  • Except for address information, the SINF now includes information about a student that generally should not change
  • LEAs should submit a SINF following the acquisition of a new SSID, and should no longer routinely submit the SINF for existing students
  • LEAs should continue to update students’ addresses for direct certification purposes when addresses change
  • The Student Information Address (SIAD) subtype will continue to be available for LEAs desiring to use this method for updating student addresses
  • Reduces the amount of redundant data submitted to CALPADS
  • Moves elements that are known to change to transactional processed files, making it easier for users to understand the data associated with the student
Changes to the Student Enrollment (SENR) file:
Change Change in Business Practice Rationale/Benefit

Changes Related to Grade:

  • Grade Level will be updated through the SENR
  • Student School Start Date will become Enrollment Start Date
  • Two new Exit codes will be implemented for mid-year updates (E150), and year-end grade exits (E155)
  • Students’ grade histories will be converted to align with their enrollment histories
  • LEAs must exit all students at the end of the year
  • Students that are expected to return, should be exited with the new exit code E155, and a date of the last day of school
  • LEAs must enroll/ reenroll all students each year with the date of the first day of school and a new grade
  • LEAs are no longer required to submit the SINF each year to update the grade
  • Any changes to grade data prior to 2014–15 can only be made online
  • Makes a student’s grade level clear throughout the year, which is critical for Smarter Balanced registration and determining the 4-year cohort graduation rate
  • Addresses concurrent enrollment issues that occur over the summer

Changes to Collect Data for County/LEA LCFF Calculations:

  • District of Geographic Residence and Interdistrict Transfer fields are moved from SINF to SENR
  • Two new interdistrict transfer codes are added for county offices of education to indicate the type of transfer

County offices of education must populate for all students (except those in Juvenile Hall schools), the Interdistrict Transfer field to identify which disadvantaged students will be attributed to their district of geographic residence for LCFF purposes

Enables the collection of data required for LCFF calculations pursuant to statute
Changes to the Student Program (SPRG) file:
Change Change in Business Practice Rationale/Benefit

Changes to Use of Membership Code

  • Certain programs will always be treated as “eligible” and other programs will always be treated as “participating”
  • Any data submitted in Education Program Membership Code field will be ignored
  • Existing membership code data will be converted to align with new requirements

LEAs no longer have to consider whether to submit a program as eligible or participating

Streamlines the rules for processing program data

Changes Related to Foster Status:

  • Adding new foster program code
  • Adding new field, Foster Client ID

LEAs that identify foster youth – based on a local match conducted with their county welfare departments – who are not identified by the statewide match should submit a program record to CALPADS identifying the student’s foster status

Provides LEAs that identify foster youth based on local matches conducted with county welfare departments with a way to submit students’ foster statuses to CALPADS

Changes Related to Homeless Status:

  • Adding new homeless program code
  • Adding new element, Dwelling Type, to collect the dwelling type for homeless students only
  • Adding two new elements, Unaccompanied Youth Indicator, Runaway Indicator
LEAs must collect two new statuses (unaccompanied youth and runaway) for homeless students; required for federal reporting
  • More effectively maintains  homeless data
  • Enables the collection of additional information about homeless students required for federal reporting
Changes to the Student English Language Acquisition (SELA) file:
Change Change in Business Practice Rationale/Benefit

New Student English Language Acquisition (SELA) file will include:

  • Primary Language Code
  • English Language Acquisition Status Code
  • English Language Acquisition Status Start Date
  • Primary language will no longer be used as a weight in SSID scoring
  • Records should only be submitted when there is a change in status
  • “To Be Determined” will only be allowed as the first status for a new SSID
  • The SSID extract will include students’ current ELAS facilitating upload of this data in local systems
  • When LEAs submit a duplicate ELAS status with a later start date, CALPADS will inform the user that the data will be ignored


  • Removing the primary language from SSID scoring will improve the list of students available for matching
  • Processing the SELA in a transactional manner will make it clear when students’ statuses change
  • Including the ELAS in the SSID Extract will enable LEAs a way to update their systems with the ELAS of new students
  • Collapsing ELAS history will reduce the amount of redundant data in CALPADS helping LEAs understand students’ previous designations



Questions:   CALPADS/CBEDS/CDS Operations Office | | 916-324-6738
Last Reviewed: Wednesday, December 14, 2016
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