Dear Charter School Administrators and Charter School Authorizers:

CALPADS and CBEDS Charter School
Data Reporting Policy and Status Change Window

Each year, charter schools may choose how they report data through the California Longitudinal Pupil Achievement Data System (CALPADS) and the California Basic Educational Data System (CBEDS), which collect individual student and teacher level data, as well as aggregate school, student, and staff data. This letter outlines the CALPADS and CBEDS reporting policy, reporting options, the annual status change window, and available resources.

CALPADS and CBEDS Data Reporting Policy

The California Department of Education (CDE) allows charter schools to choose how they report CALPADS and CBEDS data. The same method applies to both collections and may be changed only during the annual reporting status change window, July 1 through August 31.

The reporting method does not affect, nor does it have an association with, a charter school’s funding model. Charter schools and authorizing agencies should discuss local practices, procedures, and data system logistics to ensure reporting requirements are met by published deadlines.

Please refer to the CDE CALPADS/CBEDS Charter School Data Reporting Policy web page at https://www.cde.ca.gov/ds/sp/cl/charterschools.asp for more information about reporting responsibilities, reporting method changes or designations, certification deadline consequences, and available assistance and resources.

Data Reporting Options

Charter schools may choose one of two reporting options:

• Reporting Independently: The charter school reports CALPADS and CBEDS data directly to the CDE, independent of its authorizing agency. Charter schools electing this option are referred to as independently reporting charters (IRCs).
• Note: Charter schools that are their own local educational agency (LEA) for special education must report independently.
• Reporting through authorizing agency: The charter school’s authorizing agency reports CALPADS and CBEDS data to the CDE on the charter school’s behalf.
• Note: Charter schools authorized by the State Board of Education have their own district codes and are considered their own LEA. They must report data directly to the CDE and may not apply to report independently.

Annual Period for Changing/Designating Reporting Status

For existing charter schools, charter school administrators may change their reporting status during the annual reporting status change window, which occurs July 1 through August 31. Charter schools electing to change their reporting status for the 2026–27 school year must submit the Charter Reporting Status Change Form to the CALPADS Service Desk at calpads-support@cde.ca.gov by August 31, 2026. The email subject line must include the charter school’s County-District-School (CDS) code and “Charter Reporting Status Change Form” (e.g., Subject: 01234567890123 Charter Reporting Status Change Form).

Requests from existing charter schools submitted after August 31 will not be accepted. These schools must continue using the prior year’s reporting method and may submit a change request during the next annual window.

New charter schools must designate their reporting status by submitting the Charter Reporting Status Change Form to the CALPADS Service Desk at calpads-support@cde.ca.gov by August 31, 2026. The subject line must include the charter school’s CDS code and “Charter Reporting Status Change Form” (for example: 01234567890123 Charter Reporting Status Change Form).

If a school does not receive a CDS code until after August 31, it must submit the form as soon as possible after receiving the code. Because there is no default reporting status, each new charter school must designate one before the Fall CALPADS and CBEDS collections begin on Census Day, the first Wednesday in October.

Charter Reporting Status Change Form and Reporting Status

The Charter Reporting Status Change Form is available on the CDE CALPADS/CBEDS Charter School Data Reporting Policy web page at https://www.cde.ca.gov/ds/sp/cl/charterschools.asp. Completed and signed forms should be sent to the CALPADS Service Desk at calpads-support@cde.ca.gov.

Reporting Requirements, Resources, and Contact Information

Review CALPADS and CBEDS data collection information before choosing a reporting method. Charter schools and authorizing agencies should discuss the two options, agree on one, and support it. They may also reconfirm or change the option each year. Note: The Charter Reporting Status Change Form now requires verification and signature from the authorizing agency’s Superintendent or Designee.

For more information about the CALPADS data collection, including reporting requirements, documentation, listserv subscriptions, and training, visit the CDE CALPADS web page at http://www.cde.ca.gov/calpads. Questions may be emailed to calpads@cde.ca.gov.

For information about the CBEDS data collection, including forms, instructions, file specifications, and training, visit the CDE CBEDS web page at https://www.cde.ca.gov/ds/dc/cb/. Questions may be emailed to the CBEDS/CDS Support Office at cbeds@cde.ca.gov.

Thank you for your work maintaining and reporting high-quality student, school, and teacher data to the CDE. Questions about this letter may be directed to the CALPADS Office at calpads@cde.ca.gov.

Sincerely

Liberty Van Natten, Director
Education Data Management Division

cc: District and County Superintendents