CAPSDAC Update #12

Authentication System Migration and Account Reset Announcement

Upcoming Changes to CAPSDAC Sign-In
The California Preschool Data Collection (CAPSDAC) system will be upgraded to an authentication system that can support multifactor authentication; this upgrade means that the CAPSDAC will transition to using the Microsoft Entra ID tenant for maintaining its usernames and passwords. This is needed to ensure that CAPSDAC is in line with best practices for keeping student and staff data secure. The upgrade will occur in a phased approach beginning in December 2026:

• Phase 1: Required Password Reset. Beginning December 4, 2026, all users must reset their CAPSDAC passwords using the instructions below.
• Phase 2: Required Multifactor Authentication. Users will be required to set up a second authentication method at a later date. The implementation date and setup instructions will be announced separately.

Phase 1: Reset Your CAPSDAC Password
Beginning December 4, 2026, you must reset your password using the ‘Forgot Password’ function before signing in to CAPSDAC for the first time following the migration to the new Entra tenant.
Users must first enter their existing username; then, on the next Microsoft Window, instead of entering a password, users will select ‘Forgot Password’ and follow the instructions. Below are step by step instructions.

Note: Your CAPSDAC username ends in @capsdac.org. The password reset code will be sent to the work email address associated with your CAPSDAC account.

Phase 2: Required Multifactor Authentication

The implementation date and setup instructions for Multifactor Authentication will be announced separately.

Attendance and Education Programs Domains

CAPSDAC 2.0 roll out Phase 2 begins in January 2027. Phase 2 adds the Attendance domain and the Education Programs domain into the CAPSDAC system. The data fields and code sets for these domains are in the CAPSDAC Manual Appendix A document, the CAPSDAC Appendix B Domains and Data fields document, and the CAPSDAC Appendix C Code Set document.
The Attendance domain is monthly attendance data that can be submitted monthly, and information from the Attendance domain will be certified in the Fall and End of Year certification cycles. The Education Program domain can be submitted as the information changes for each child, and information from the Education Program domain will be certified in the Fall and End of Year certification cycles.
The submission schedule and which data domains information will be posted on the CAPSDAC Data Certification Schedule web page here, CAPSDAC Data Certification Schedule - Child Development (CA Dept of Education).

CAPSDAC Documents Updates

The CAPSDAC documents can be accessed on the CAPSDAC Support Documentation and Templates web page here, CAPSDAC Documentation and Templates - Child Development (CA Dept of Education). The following CAPSDAC documents have been updated:

CAPSDAC 2.0 User Manual Appendix A: Data Definitions
• Operational Keys; Chapters 11–12, Education Program Code: Updated Attendance and Education Program guidance, and updated code set list.
• Education Program Membership Start Date: Removed “The date must not be more than six months in the future.”
• Child: Corrected Child Country of Birth definition to state “If unknown enter UU” instead of “If unknown enter US”.
• End Enrollment Reason Code Set: Added “Transferred No Known Enroll” to “Enrollment End Reason”.
• Attendance: Updated Attendance data fields rules and guidelines to clarify if a field is optional or required.
• Staff Language: Update Staff Language from 1 to 8 to 1 to 5.
• Staff Race Code1: Update Staff Race Code 1 is required unless the Staff Race Missing Indicator is “Y”.

Appendix B- CAPSDAC Data Domains and Fields
• Child: Corrected Child Country of Birth directive for unknown from "If unknown, enter US" to "If unknown, enter UU".
• Family: Corrected Mailing Address State max length from "2" to "6".
• Education Programs: Education Service Program Year data field removed.
• Education Programs: Education Program Membership Code data field removed.
• Education Programs: Migrant Student ID data field removed.
• Education Programs: Education Service Code data field removed.
• Education Programs: Removed Education Program Code Intra-file validations related to values no longer used.
• Education Programs: Updated description of Education Program Membership Start Date to indicate date is "within the program year".
• Education Programs: Updated description of Education Program Membership End Date to indicate date is "within the program year".
• Education Programs: Removed Education Program Membership Start Date Inter-file validations related to values no longer used.
• Education Programs: Removed Education Program Membership End Date Inter-file validations related to values no longer used.
• Attendance: Updated Attendance data fields rules and guidelines to clarify if a field is optional or required.

Appendix C -CAPSDAC Code Sets
• Race: Updated the definition of Black or African American.
• Education Programs: Removed 504 Accommodation Plan, Opportunity Program, Gifted and Talented Education (GATE), Title I Part C Migrant, Title I Part D Neglected, and Armed Forces Family Member.
• Education Program Membership: Removed Eligible, and Participating.
• Education Service: Removed Title I Part A - Other Instructional Service, Title I Part A - Health Dental and Eye Care, Title I Part A - Guidance/Advocacy, Title I Part A - Other Support Service, Title I Part A - Instruction Mathematics, Title I Part A – Science, Title I Part A - Social Studies, and Title I Part A - Reading Language Arts.
• Enrollment End Reason: Added "Transferred No Known Enroll".
• Eligibility Status: Removed Early TK Enrollment.

Appendix D File Format Specifications
• Chapter 11— Education Programs:
• Chapter 14 — Attendance: Added electronic file format specifications for the Education Programs (PRGM) and Attendance (ATTN) domains.

Appendix D-1 CAPSDAC 2.0 File Upload Template
• Education Programs: Added Education Programs tab.
• Attendance: Added Attendance tab

Appendix D-2 CAPSDAC 2.0 File Upload Template with Code Set Drop-Down Validations
• Education Programs: Added Education Programs tab.
• Attendance: Added Attendance tab

CAPSDAC 2.0 User Manual Appendix E: Error Messages
• Chapter 5 – Child Records: Added validation rule CHLD0044 for IEPIFSPIndicator.
• Chapter 6 – Family Records: Added validation rule FAMI0085 for FamilySize.
• Chapters 7–9 – Language Status, Supplemental Language, and Enrollment: Clarified LANG0038 and standardized section headings.
• Chapter 11 – Attendance Records: Added Attendance validation rules, error messages, and troubleshooting guidance.
• Chapter 12 – Education Program Records: Added Education Program validation rules, error messages, and troubleshooting guidance.
• Chapters 13–14 – Incident and Incident Result Records: Identified validation rules and error messages as pending future updates