Charter Reporting Status Form Instructions

CALPADS/CBEDS Charter Reporting Status Change Form

Instructions

Charter schools may elect to report their California Longitudinal Pupil Achievement Data System (CALPADS) and California Basic Educational Data System (CBEDS) data directly to the California Department of Education (independent of their authorizing agency) or have their authorizing agency report the charter school’s data (through their authorizing agency). Charter schools must use the same reporting method for CALPADS and CBEDS data.

Charter School Reporting Status Change Form

The Charter School Reporting Status Change Form allows new charter schools to designate for the first time (“initial designation”) or existing charter schools to request a modification (“change”) to how they report data to CALPADS and CBEDS.

After receiving a complete and signed copy of the Charter School Reporting Status Change Form, the California Department of Education (CDE) will make the changes to the reporting status in the appropriate state data systems, and notify the charter school and authorizing agency of the next steps.

Current Reporting Statuses

Current reporting statuses for charter schools can be viewed on the CDE CALPADS and CBEDS-Online Reporting Application (ORA) Data Submission web page.

Reporting CALPADS Data

Data required to be reported to CALPADS can be found in the CALPADS File Specifications section
on the CDE CALPADS System Documentation web page.

Special Education Data

Please note that all special education data will now be collected in CALPADS.
When making the determination to report data independently or with an authorizer, the special education data will also need to be submitted consistent with that selection, as there is no longer a separate system for reporting these data to the CDE.

Reporting CBEDS Data

Data required to be reported to CBEDS can be found on the CDE CBEDS web page.

New Charter Schools

• Must submit a Charter School Reporting Status Change Form when they apply for their County-District-School (CDS) code.
  • This reporting status must stay in effect for at least the initial reporting year (July 1 through June 30).
• Initial reporting status designation will be reflected in CALPADS on July 1 of the Academic Year (AY) in which the new charter school opened.
• Form Item 2
  • You may leave this field blank if you do not know the CDS code.
• Form Item 7
  • If you are a new charter school and do not yet know your 4-digit charter school number (required in item 7 of the Charter School Reporting Status Form), it is okay to leave that field blank, or simply write “TBD” in that field.

New Charter School Form Submission

For a new charter school, send a copy of the completed form to one of the following:

• CALPADS/CBEDS Operations Office
  Educational Data Management Division
  California Department of Education
  1430 N Street, Suite 6416
  Sacramento, CA 95814
• Email: CALPADS@cde.ca.gov

Existing Charter Schools

• Do not need to submit a Charter School Reporting Status Change Form if they wish to keep the same CALPADS and CBEDS reporting status as in the previous academic year.
  • The CDE assumes a charter’s reporting status will remain the same unless a form is submitted requesting to change the reporting status.
• However, existing charter schools must submit a CALPADS and CBEDS Charter School Reporting Status Form if they have been assigned a new CDS code under any of the conditions described on CDE’s Guidance for Issuing School Codes web page.
• No forms will be processed after Census Day – the first Wednesday in October.
• Requests for reporting status change will be reflected in CALPADS only after the End-of-Year (EOY) data submission period, including the amendment window, has been completed. Because the EOY data submission period overlaps with the next reporting year, the charter must retain their current reporting status until the EOY submission data are certified. Data submission period dates can be found in the CALPADS Snapshot Collection Windows and Certification Deadlines on the CDE CALPADS Calendar web page.

Existing Charter School Form Submission

For existing charter schools, send a copy of the completed form to one of the following:

• CALPADS/CBEDS Operations Office
  Educational Data Management Division
  California Department of Education
  1430 N Street, Suite 6416
  Sacramento, CA 95814
• Email: CALPADS@cde.ca.gov