Management Bulletin 26-07

Early Education Division

Subject: Data Collection for California State Preschool Programs Operated by a Local Educational Agency

Number: 26-07

Date: July 2026

Expires: Until rescinded or superseded by regulations

Authority: Assembly Bill 22 (Chapter 901, Statutes of 2022); California Education Code Section 60910; California Code of Regulations, Title 5, Section 17822

Attention: Executive Directors and Program Directors of Agencies with a California State Preschool Program contract

Purpose

This Management Bulletin (MB) notifies and provides guidance to California State Preschool Program (CSPP) contractors who provide CSPP services through a Local Educational Agency (LEA) regarding required data submission to the California Preschool Data Collection (CAPSDAC) Online Data System.

Note: This Management Bulletin (MB) rescinds and replaces MB 24-08.

Policy

Pursuant to the requirements of California Education Code (EC) Section 60910, effective July 2024, LEA CSPP contractors, as defined below, are required to submit child, classroom, and staff data for all children enrolled in a CSPP as specified in the directive below.

The purpose of this directive is to collect all applicable data elements for LEA CSPP contractors that are collected for children in Transitional Kindergarten (TK), which, in combination with the data already collected through the California Longitudinal Pupil Achievement Data System (CALPADS), will provide longitudinal data for children enrolled in CSPP through grade 12.

For purposes of this MB, “Local educational agency” shall include a county office of education, a school district, or a charter school, as defined in EC Section 60900(k). A community college that operates a CSPP is not included in this definition of an LEA for purposes of submitting data to the CAPSDAC and is not applicable to the guidance in this MB.

Directive for Implementation

Reporting CSPP Data

LEAs with a CSPP Contract

LEA CSPP contractors are required to submit all required classroom, staff, and child data into the CAPSDAC system.

To ensure compliance with EC 60910, it is recommended that LEA CSPP contractors make sure their agency and site information serving enrolled children is up to date in Child Development Management Information System (CDMIS) as agency information in the CAPSDAC system will be pulled from the CDMIS. Any changes to the agency and site information in the CDMIS must be done prior to the submission of that agency’s site enrollment information into the CAPSDAC. LEA CSPP contractors that are approved to serve CSPP-enrolled children in Family Childcare Homes (FCCHs) through a Family Child Care Home Education Network (FCCHEN) must continue to submit the Subsidized Provider Report (SPR) monthly to the California Department of Social Service’s CDMIS, pursuant to Senate Bill (SB) 75 (Statutes of 2019).
For LEAs that subcontract to serve children under the LEA’s CSPP contract, the LEA is responsible for ensuring all data for the subcontracted children are included in the required CAPSDAC data submission and certification. These LEAs must ensure a plan is developed to fulfill the CAPSDAC data submission requirements for the entire LEA, which includes subcontractor data.

California Preschool Data Collection (CAPSDAC) System Overview

Pursuant to the requirements of EC Section 60910, LEA CSPP contractors are required to collect and compile data elements for classroom, staff, and children for submission to the CAPSDAC. The CAPSDAC is an online data system for data collection from LEA CSPP contractors.

The CAPSDAC data submission must include the required data for all children enrolled in CSPP, their classrooms, and the staff serving CSPP children. Contractors can find all data elements and their definitions in the CAPSDAC User Manual, Appendix A: Data Definitions, available on the CAPSDAC Support web page at https://www.cde.ca.gov/sp/cd/ci/capsdacchanges.asp. (Please note that this link will be updated when the web page is moved on August 1, 2026).

Agencies may submit their data through either CAPSDAC Manual Input or Edit, or through CAPSDAC Electronic File Upload.

• CAPSDAC Manual Input or Edit: This method allows contractors to manually enter their data about each classroom, staff, and child by completing fields in the CAPSDAC. For detailed instructions, please refer to the CAPSDAC 2.0 User Manual Part A: Manual Input/Edit Instructions on the CAPSDAC Support web page at https://www.cde.ca.gov/sp/cd/ci/capsdacchanges.asp. (Please note that this link will be updated when the web page is moved on August 1, 2026).
• CAPSDAC Electronic File Upload: This method allows contractors to transfer specifically formatted data files to the CAPSDAC via a secure upload process. For detailed instructions, please refer to the CAPSDAC 2.0 User Manual Part B: Electronic File Upload Instructions on the CAPSDAC Support web page at https://www.cde.ca.gov/sp/cd/ci/capsdacchanges.asp (Please note that this link may be updated when the web page is updated on August 1, 2026).

Child and Family Data Elements

Child and family data elements required for complete submission to the CAPSDAC can be found in both the Confidential Application for California State Preschool Program Form EED-9600 and the Confidential Application for the California State Preschool Program EED-9600 Appendix. Both forms are available on the Preschool Services Forms web page at https://www.cde.ca.gov/sp/cd/ci/cddforms.asp. Although all required data elements must be collected, contractors are not specifically required to utilize these forms and can instead develop their own document(s) or incorporate CSPP requirements within their current process for collecting child and family information.

The complete list of data elements required in the CAPSDAC Data Submission can be found in the CAPSDAC User Manual Appendix A: Data Definitions, available on the CAPSDAC Support web page at https://www.cde.ca.gov/sp/cd/ci/capsdacchanges.asp (Please note that this link may be updated when the web page is updated on August 1, 2026).

Timeline for Implementation and Important CAPSDAC Dates

System Access

Prior to August 1, 2026, all active users will be transferred to the updated CAPSDAC system. They will be able to access the system using their current credentials. Following the transfer of all accounts, it is the responsibility of the LEA to create and maintain all CAPSDAC accounts for their LEA. LEA CAPSDAC Admin Users will need to assign roles and permissions to each CAPSDAC Application (App) User and to any future staff they create an account for. Access to data is controlled by CAPSDAC security roles to ensure data integrity, policy compliance, and certification readiness.
For staff that should no longer have access to the CAPSDAC, the LEA Admin Users are responsible for updating these account statuses to Inactive. Agencies must maintain at least one active LEA Admin User at all times.

Important Dates

LEAs should submit data to CAPSDAC on an ongoing basis. However, monthly (monthly certification), in the fall (fall certification), and at the end of the fiscal and traditional school year (end-of-year [EOY] certification), Before certifying the data, LEAs are required to review a list of aggregated (certification reports which are generated based on the data submitted into the CAPSDAC to check data accuracy.
During these certifications, CAPSDAC takes “snapshots”—or “pulls” specified data that are in the CAPSDAC Operational Data Store (ODS), runs additional checks across the data (checks that cannot be made upon data input) or certification validation rules (CVRs) into a reporting database and displays that data in certification reports for LEAs to review. The periods during which these snapshots are taken are called “certification windows.” There are several phases to the certification timeline within the official certification window:

• Official Certification Window: During the certification window, LEAs must review and then certify the certification reports by the specified certification deadline. LEAs may update their data at any point during the certification window and may certify their reports at any point during the certification window. During the certification window, CAPSDAC takes new snapshots of the data and creates new “revisions” of the certification reports, every time data is changed. When LEAs are satisfied with the reports, they may certify them, at which point the snapshot of data are “frozen”. While reports that have been certified do not change and remain frozen, during the certification window new revisions continue to be created until the certification deadline. Therefore, during the certification window, even after LEAs certify, they may review revised reports, and if necessary, decertify and then recertify a new report.
• Certification Deadline: This is when contractors must certify the data during the official certification window.
• Amendment Window: Within the CAPSDAC system, certification windows include an amendment period during which contractors may revise data prior to final certification. There is an initial certification deadline by which LEAs are required to certify their data. Enrollment data certified by the initial certification deadline are used for preliminary state funding calculations. Following the initial certification deadline, an “amendment window” opens, during which time LEAs may (but are not required to) de-certify, then amend and re-certify their data. LEAs that de-certify during the amendment window must approve the reports by the close of the amendment window or the final certification deadline, for the appropriate reports to be certified. If an LEA decertifies their data and fails to re-certify by the close of the amendment window, the LEA will have no certified data. There is no opportunity to certify or change certified data following the final certification deadline. Contractors can find the CAPSAC Data Certification schedule posted on the CDE CAPSDAC Schedule web page at https://www.cde.ca.gov/sp/cd/ci/capsdacsubmissonschedule.asp (Please note that this link may be updated when the web page is updated on August 1, 2026).
  

Monthly, Fall, and End-of-Year Certifications

Monthly, Fall, and EOY certifications each represent specific groups of data. The monthly certifications include the certification of data from the previous service month. The fall certifications include the certification of data as of Census Day, which is always the first Wednesday in October. The EOY certifications include certification of data from the just-completed school year.

Contractors must certify the data no later than the Certification Deadline. After the Certification Deadline, if contractors determine there is a need to amend the data, they can do so during the Amendment Window. No additional changes can be made after the last day of the Amendment Window. This means that the contractor must make all amendments and re-certify the data no later than the last date of the Amendment Window, or the contractor will not be able to complete their CAPSDAC Data Certification. Contractors can find the CAPSAC Data Certification schedule posted on the CDE CAPSDAC Schedule web page at https://www.cde.ca.gov/sp/cd/ci/capsdacsubmissonschedule.asp (Please note that this link may be updated when the web page is updated on August 1, 2026). Note: In addition, LEA CSPP contractors must continue to use the CDMIS on an ongoing basis to maintain and update agency information, including information on CSPP office, sites, and FCCHs (SPR completed in the CDSS CDMIS). Agency information in the CDMIS will be used to prepopulate agency sites in the CAPSDAC.

Failure to complete the CAPSDAC Data Certifications prior to the last date of the Amendment Window may result in CSPP apportionments being withheld pursuant to California Code of Regulations, Title 5, Sections 17822 and 17814. If the CDE has reason to believe that CAPSDAC Data Certifications are consistently certified inaccurately or with falsified data, or if a contractor fails to submit any data for three consecutive months, the CDE may consider placing a contractor’s CSPP contract on conditional status, pursuant to California Code of Regulations, Title 5 Section 18304, until accurate submissions are received.

Background and Authority

Assembly Bill (AB) 22 (Chapter 901, Statutes of 2022) added EC Section 60910, which requires the CDE, by July 1, 2024, to collect the same data for staff in a LEA-based CSPP that is collected from staff in a TK through grade twelve (TK–12) classroom setting.

AB 22 also requires, by July 1, 2024, that CDE collect child data for each child enrolled in a CSPP operated by a LEA, including all applicable data elements that are collected for children in TK pursuant to EC Section 48000, which, in combination with the data collected pursuant to EC Section 60900, will provide longitudinal data for children enrolled in CSPP programs operated by LEAs through grade 12.

Resources

The CAPSDAC Support web page can be found on the CDE web page at https://www.cde.ca.gov/sp/cd/ci/capsdacsupportlanding.asp (Please note that this link may be updated when the web page is updated on August 1, 2026).

• This web page contains detailed user manuals and appendices for successful data submission, electronic file templates, data certification schedules with important dates related to CAPSDAC certification, frequently asked questions related to CAPSDAC data submission, slides from CAPSDAC webinars, and a link to this MB.
• Additionally, any changes to CAPSDAC, such as system defect fixes or updates, will also be posted on this support web page.

If you have any questions about the contents of this Management Bulletin or need additional information about the CAPSDAC or the CAPSDAC data submission and certification, please email the CAPSDAC Support Team at capsdac@cde.ca.gov.

If you need support with the CAPSDAC submission or certification, please submit a support request through the CAPSDAC Customer Support Portal within the CAPSDAC online system.

If you need assistance with submitting a request, information can be found at the CAPSDAC Customer Support Portal Resource page at https://www.cde.ca.gov/sp/cd/ci/capsdacportalsupport.asp (Please note that this link may be updated when the web page is updated on August 1, 2026).

If you have programmatic questions related to this Management Bulletin, please contact your assigned Early Education Division (EED), Program Quality Implementation (PQI) office regional consultant. The EED, PQI regional consultant directory web page can be accessed at https://www.cde.ca.gov/sp/cd/ci/assignments.asp.

If you have fiscal questions about the information in this email, please contact your assigned CDE Early Education and Nutrition Fiscal Services (EENFS) fiscal analyst. The fiscal analyst directory can be accessed at the following link: https://www.cde.ca.gov/fg/aa/cd/faad.asp.

This Management Bulletin is mandatory only to the extent that it cites a specific statutory or regulatory requirement. Any portion of this Management Bulletin that is not supported by a specific statutory or regulatory requirement is not prescriptive pursuant to California Education Code Section 33308.5.