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Reporting Data for Students with Disabilities

Common scenarios for determining which LEA is responsible for reporting SWD data, and which LEA will be held accountable on the Dashboard.

Reporting Data in CALPADS for Students with Disabilities

The following table provides the common scenarios for determining which local educational agency (LEA) is responsible for reporting students with disabilities (SWD) data, and which LEA will be held accountable on the Dashboard.

Revised November 1, 2019

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A

Student Grade Level
B

Scenario
#
C

Scenario
D

If the District of Geographic Residence is…
E

And the student attends school and receives the majority of educational instruction from…
F

And the student receives all or some related special education services from…
G

Which LEAs in columns E & F provide the majority of educational instruction, or if no educational instruction is provided, which LEAs in columns E & F provide the majority of related special education services...
H

Then the District of Special Education Accountability should be:
I

And the Reporting LEA (previously referred to as the District of Service) should be:
J

And the Reporting LEA should enroll the student using Enrollment Status Code…
K

And the Reporting LEA should enroll the student in school…
L

Notes/Comments
Infant and Toddler
1
Student is an infant or toddler and is referred to and receiving services through the County Office of Education (COE). District A N/A COE COE COE COE Non-ADA (50) If the COE has a specific school code designated for these students, then use that school code; otherwise use the county-district code of the COE. N/A
Infant and Toddler
2
Student is an infant or toddler and has a solely low incidence disability and is receiving services through the Early Start program which is administered by District B not in the student's district of geographic residence (District A). District A N/A District B District B District A District B Non-ADA (50) If District B has a specific school code designated for these students, then use that school code; otherwise use the county-district code of District B. N/A
Infant and Toddler
3
Student is an infant or toddler dually served by a regional center and the student's district of geographic residence (District A). Student is receiving services through District A and the regional center. District A N/A District A and the Regional Center District A District A District A Non-ADA (50) If District A has a specific school code designated for these students, then use that school code; otherwise use the county-district code of District A. In this scenario where a regional center and a district or COE are both providing services, the regional center (DDS) is not responsible for submitting any data for these students, and the COE or district is responsible for submitting data.
Preschool
4
Student is a preschool-age student and lives and attends preschool on an Individualized Education Plan (IEP) in District A which is providing the majority of instructional services, and the COE is providing special education services only. District A District A COE District A District A District A Primary (10) If District A has a specific preschool code designated for these students, then use that school code; otherwise use the county-district code of District A. The COE is a service provider only, and therefore is not responsible for reporting any data.
Preschool
5
Student is a preschool-age student on an IEP and lives in District A and is receiving only special education services through District A. District A N/A District A District A District A District A Primary (10) If District A has a specific preschool school code designated for these students, then use that school code; otherwise use county-district code of District A. N/A
Preschool
6
Student is a preschool-age student on an IEP who lives in District A and is receiving special education services only through the COE. District A N/A COE COE District A COE Primary (10) If the COE has a specific preschool code designated for these students, then use that school code; otherwise use the county-district code of the COE. N/A
Preschool
7
Student is a preschool-age student on an IEP who lives in District A, is receiving instruction through a preschool program run by District A, and is receiving special education services only through District B. District A District A District B District A District A District A Primary (10) If District A has a specific preschool school code designated for these students, then use that school code; otherwise use county-district code of District A. District B is a service provider only and therefore is not responsible for reporting any data.
Preschool
8
Student is a preschool-age student on an IEP who lives in District A, is receiving instruction through a non-profit preschool program (e.g., Headstart Program run by the YMCA) located in, but not administered by District A, and is receiving special education services only through District B. District A Non-Profit Preschool District B District B (see notes) District A District B Primary (10) If District B has a specific preschool school code designated for these students, then use that school code; otherwise use county-district code of District B. Because the preschool program has no affiliation with a public school district, the state preschool has no reporting responsibility.
K–12
9
Student is a K-12 student whose District of Geographic Residence (District A) refers the student through the IEP process to District B, and District B provides instruction and services to the student. District A District B District B District B District A District B Primary (10) School of attendance in District B N/A
K–12
10
Student is a K-12 student, who is not a ward of the court, whose district of geographic residence is District A, is referred to a COE program by probation or School Attendance Review Board (SARB). District A COE COE COE District A COE Primary (10) School of attendance at the COE. N/A
K–12
11
Student is a K-12 student who resides in a juvenile hall and attends a court school, or attends a county community school, and is referred to a COE program by probation or SARB. District A COE COE COE COE COE Primary (10) Juvenile court or county community school code. N/A
K–12
12
Student is a K-12 student who transfers from their district of geographic residence, District A, on an Interdistrict Transfer (pursuant to Education Code 63600) to another LEA (District B). District A District B District B District B District B District B Primary (10) School of attendance in District B. N/A
K–12
13
Student is a K-12 student who lives and attends school in District A which is providing the majority of instructional services, and the COE is providing special education services only. District A District A COE District A District A District A Primary (10) School of attendance in District A. The COE is a service provider only, and therefore is not responsible for reporting any data.
K–12
14
Student is a K-12 student who is attending a private school located within the geographic boundaries of the school district in which they live and is receiving services through an Individualized Service Plan (ISP) from District A. District A Private school in District A District A District A District A District A Non-ADA (50) Private school group code 0000002 In the scenario where the student attends a private school for the majority of their educational instruction, the district providing the special education services is the Reporting LEA.
K–12
15
Student is a K-12 student who is attending a private school that is not located within the geographic boundaries of the school district in which they live and is receiving services through an ISP from District B. District A Private school in District B District B District B District B District B Non-ADA (50) Private school group code 0000002 In the scenario where the student attends a private school for the majority of their educational instruction, the district providing the special education services is the Reporting LEA.

Parent may additionally request that the District of Geographic Residence conduct an evaluation for services.

K–12
16
Student is a K-12 student who attends and receives all instruction and services from a charter that is a charter LEA for special education purposes. District A Charter school Charter school Charter school Charter school Charter school Primary (10) Charter school code Charter LEAs for special education purposes must ALWAYS be independently reporting charters in CALPADS.
K–12
17
Student is a K-12 student whose district of geographic residence is District A, attends a charter school that is not a charter LEA for special education purposes, and receives special education services only from the authorizing district (District A). District A Charter school District A Charter school District A Charter school if charter is an independently reporting charter.

District A if the charter reports with its authorizer.

Primary (10) Charter school code N/A
K–12
18
Student is a K-12 student who attends a charter school that is not a charter LEA for special education purposes, and receives special education services from the charter school. District A Charter school Charter school Charter school District A Charter school if charter is an independently reporting charter.

District A if the charter reports with its authorizer.

Primary (10) Charter school code The District of Special Education Accountability would be the authorizing district, because the charter school is not an LEA for special education purposes.
K–12
19
Student is a K-12 student who is receiving services solely through the Department of Developmental Services (DDS). District A DDS DDS DDS DDS DDS Primary (10) County-district code for DDS N/A
K–12
20
Student is a K-12 student, who is a ward of the court living in a licensed children's institution (LCI) that is located in a district other than where the student's parents live (District B), and attends a school in the same district as the LCI and receives services through the district where the school is located. District A District B District B District B District B District B Primary (10) School of attendance in District B For students residing in LCIs, the district in which the LCI is located is the district responsible for reporting data and is held accountable.
K–12
(adult age)
21
Student is 18–21 years of age, did not graduate in their initial cohort year, and is continuing pursuit of a high school diploma from the district in which they live. District A District A District A District A District A District A Primary (10) If District A has a specific school code designated for these students (cannot be a school identified in the Public School Directory as an adult school), then use that school code; otherwise this should be the county-district code of District A. Students of adult age on IEPs are eligible for K-12 apportionment; therefore these students should be identified as 12th graders.
K–12
(adult age)
22
Student is 18–21 years of age, did not graduate in their initial cohort year, is no longer in pursuit of a high school diploma but remains enrolled for the purposes of receiving special education transition services from the district in which they live. District A District A District A District A District A District A Primary (10) If District A has a specific school code designated for these students (cannot be a school identified in the Public School Directory as an adult school), then use that school code; otherwise this should be the county-district code of District A. Students of adult age on IEPs are eligible for K-12 apportionment; therefore these students should be identified as 12th graders; however because they are in pursuit of a high school diploma, the Postsecondary Transition Status Indicator in the SENR field should be set to "N."
K–12
(adult age)
23
Student is 18–21 years of age who is housed in an adult county jail and is receiving instruction and services while incarcerated. The student's parents reside in District A. District A County Jail District A District A (see note) District A District A Primary (10) If District A has a specific school code designated for these students, then use that school code; otherwise this should be the county-district code of District A. Students of adult age on IEPs are eligible for K-12 apportionment; therefore these students should be identified as 12th graders; however because they are NO LONGER in pursuit of a high school diploma, the Postsecondary Transition Status Indicator in the SENR field should be set to "Y."

Definitions

Reporting LEA

The district that provides the majority of educational instruction and may be providing some or all related special education services, unless the majority of educational instruction is provided by a private school or county jail or no educational instruction is being provided, in which case the Reporting LEA is the district providing the majority of special education services.

District of Special Education Accountability

The District of Special Education Accountability (DSEA) for a student with an IEP is defined to be either of the following:

  1. The district of GEOGRAPHIC residence, if any of the following conditions apply:
    1. The student’s parents or guardians reside in the same district in which the student is receiving special education instruction.
    2. The student is placed outside of his/her district of geographic residence through the IEP process.

or:

  1. A district OTHER THAN the district of geographic residence, if any of the following conditions apply:
    1. The student has a formal inter-district transfer agreement under Education Code 63600. In this case, the DSEA is the county/district code of the district to which the student has transferred.
    2. The student attends a charter school. In this case, the DSEA is the county/district code of the charter authorizer, or the school code of the charter school if the charter is acting as an LEA for special education purposes. 
    3. The student is a ward of the court and housed in a juvenile court, or attends a county community school. In this case, the DSEA is the county/district code of the COE serving the student while the student is incarcerated.
    4. The student is a ward of the court and housed in a licensed children’s institution (LCI). In this case, the DSEA is the county/district code of the district where the LCI is located.
    5. The student is housed in an adult county jail. In this case, the DSEA is the county/district code of the district where the student's parents reside.
    6. The student attends a private school that is not geographically located in the boundaries of the school district where the student lives and is on an individualized service plan (ISP). In this case, the DSEA is the county/district code of the district where the private school is located. Note: The student's parents may also request that the student be evaluated for services by the district in which they geographically reside.

For additional reference, here is a Microsoft Excel version of the above-cited information:

Reporting Data for Students with Disabilities - Common Scenarios (XLSX; Dated 01-Nov-2019)
Microsoft Excel version of the information presented on this page.

Questions:   CALPADS/CBEDS/CDS Operations Office | calpads@cde.ca.gov | 916-324-6738
Last Reviewed: Thursday, March 24, 2022