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Instructions: Pre-Loaded Data Types

2019–20 Instructions to define the preloaded data types used in the Consolidated Application and Reporting System (CARS).

The following terminology describes and differentiates various types of pre-loaded data that can be found in certain Consolidated Application and Reporting System (CARS) data collection forms.

Displayed Data

Displayed data can be calculated data or data referenced from another data collection form which cannot be edited by the local educational agency (LEA) user. An example of a calculated displayed data field is “Total expenditures and encumbrances.” An example of a referenced displayed data field from another data collection is “Transferred-in amount.”

Displayed data can also be source data from outside of CARS which cannot be edited by the LEA user. An example of source data is the allocation amount. If an LEA believes the displayed allocation data needs to be changed, then the LEA must speak to the program contact noted on the data collection form and/or to the appropriate California Department of Education (CDE) fiscal services staff. However, even if the data are revised by the program or fiscal contact, there may be occasions when the data cannot be changed within CARS while data collections are open.

Other examples of non-editable displayed source data are LEA names and County-District-School (CDS) codes, all of which are sourced directly from the CDS database, and cannot be manually changed in CARS. If a change to this type of data is needed, then the LEA must contact the CDE CDS Administration office by email at cdsadmin@cde.ca.gov or by phone at 916-327-4014. CDS Administration resources can also be reviewed on the CDE County-District-School Administration web page.

Pre-Populated Data

Pre-populated data is data that was brought forward from another data collection form which can be edited by the LEA user. Pre-populated data are brought forward with the initial opening of a data collection. Once the data collection is saved, the system will not bring forward the pre-populated data again. A current example of editable pre-populated data can be found in the fields of the Title I, Part A Notification of Authorization of Schoolwide Program data collection form, which will display data that was certified in the same form from the prior fiscal year.

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Last Reviewed: Monday, February 01, 2021
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