User Roles
(Updated 10/23/2025)
Authorized administrators can assign one or more roles to an account to grant the users access to specific data and functions in CALPADS. Adding all available roles to a user account for a specific org type may actually limit some access to data or functionality. LEA Administrators are advised to look at each role description before assigning it to the user account.
Note: If a user already has a LEA level account, it is unnecessary and sometimes detrimental to a user's access, to create a separate school level account.
Table of User Roles
The table describes the security roles available in the system, and at which 'level' those roles should be available for assignment within a user's account. e.g. When creating a LEA Level account, any role with an X in the column should be available to assign.
Please see the "Role to Function List" tab for how those roles can View and/or Edit particular screens and reports.
| Levels | |||||||
|---|---|---|---|---|---|---|---|
| Role | Notes | SELPA | LEA | School | Description | ||
| LEA Administrator* | LEA Administrator | X | Provides access to the following functionality except to Certify/Decertify and be identified as the anomaly contact View Anomaly Status Tab on Home Screen *ONLY STATE LEVEL USER MAY SEE THIS ROLE AND APPLY IT AT THE LEA LEVEL. | ||||
| SELPA Administrator* | X | Provides access to create and edit SELPA user accounts and roles. *ONLY STATE LEVEL USER MAY SEE THIS ROLE AND APPLY IT AT THE SELPA LEVEL. | |||||
| Direct Certification | Free and Reduced Lunch | Required for confidential data type; Should we consider changing "Free and Reduced Lunch" to "NSLP" for both existing roles? | X | X | Provides access to view and to extract Direct Certification results. | ||
| Foster Youth | Foster Youth | Required for confidential data type | X | X | Provides access to view Foster Youth Real Time reports. | ||
| Local Code Mapping | Local Code Mapping | Is there a reason this should be separate from the LEA Administrator duties? | X | Provides functionality to create local code mappings | |||
| Anomaly Contact | Anomaly Contact | X | X | Provides functionality to identify the anomaly contact for an LEA | |||
| Student Search | X | X | X | Provides functionality to perform search for a student and access the Student Details page. | |||
| Free and Reduced Price Meal EDIT | Free and Reduced Lunch | Required for confidential data type | X | X | Provides functionality to create and manage Free and Reduced Price Meal data | ||
| Free and Reduced Price Meal VIEW | Free and Reduced Lunch | Required for confidential data type | X | X | Provides functionality to view Free and Reduced Price Meal data | ||
| Maintain Foster | X | X | Provides functionality to the Maintain Local Foster Match Screen. | ||||
| SENR Edit | Data Submission | X | X | Provides access to edit student enrollment data at the level assigned. | |||
| SENR View | X | X | X | Provides access to view student enrollment data at the level assigned.. | |||
| SINF Edit | Data Submission | X | X | Provides access to edit student information data at the level assigned. | |||
| SINF View | X | X | X | Provides access to view student information data at the level assigned. | |||
| SELA Edit | Data Submission | X | X | Provides access to edit student information data at the level assigned. | |||
| SELA View | X | X | Provides access to view student information data at the level assigned. | ||||
| SPRG Edit | Data Submission | X | X | Provides access to edit student information data at the level assigned. | |||
| SPRG View | X | X | X | Provides access to view student information data at the level assigned. | |||
| STAS Edit | Data Submission | X | X | Provides access to edit student information data at the level assigned. | |||
| STAS View | X | X | Provides access to view student information data at the level assigned. | ||||
| SINC Edit | Data Submission | X | X | Provides access to edit student information data at the level assigned. | |||
| SINC View | X | X | X | Provides access to view student information data at the level assigned. | |||
| Staff Search | X | X | Provides access to edit student information data at the level assigned. | ||||
| SDEM Edit | Data Submission | X | X | Provides access to edit student information data at the level assigned. | |||
| SDEM View | X | X | Provides access to view student information data at the level assigned. | ||||
| SASS Edit | Data Submission | X | X | Provides access to edit student information data at the level assigned. | |||
| SASS View | X | X | Provides access to view student information data at the level assigned. | ||||
| SCTE Edit | Data Submission | X | X | Provides access to edit student information data at the level assigned. | |||
| SCTE View | X | X | Provides access to view student information data at the level assigned. | ||||
| CRSE Edit | Data Submission | X | X | Provides access to edit student information data at the level assigned. | |||
| CRSE View | X | X | Provides access to view student information data at the level assigned. | ||||
| SPED Edit | X** | X | X | Provides access to edit special education data (SWDS, PLAN, MEET, and SSRV) at the level assigned. *LEA Admins may assign this at LEA Level, but ONLY STATE LEVEL USER MAY APPLY IT AT THE SELPA LEVEL. | |||
| SPED View | X | X | X | Provides access to view special education data (SWDS, PLAN, MEET, and SRRV) at the level assigned. *LEA Admins may assign this at LEA Level, but ONLY STATE LEVEL USER MAY APPLY IT AT THE SELPA LEVEL. | |||
| PSTS Edit | X | X | Provides access to edit Post Secondary Transition Status data at the level assigned. *LEA Admins may assign this at LEA Level, but ONLY STATE LEVEL USER MAY APPLY IT AT THE SELPA LEVEL. | ||||
| PSTS View | X | X | Provides access to view Post Secondary Transition Status data at the level assigned. *LEA Admins may assign this at LEA Level, but ONLY STATE LEVEL USER MAY APPLY IT AT THE SELPA LEVEL. | ||||
| PSTS for SPED Students Edit | X** | X | X | Provides access to edit Post Secondary Transition Status data for the Special Education program at the level assigned. *LEA Admins may assign this at LEA Level, but ONLY STATE LEVEL USER MAY APPLY IT AT THE SELPA LEVEL. | |||
| PSTS for SPED Students View | X | X | X | Provides access to view Post Secondary Transition Status data for the Special Education program at the level assigned. *LEA Admins may assign this at LEA Level, but ONLY STATE LEVEL USER MAY APPLY IT AT THE SELPA LEVEL. | |||
| WBLR Edit | X | X | Provides access to edit Work Based Learning data at the level assigned. | ||||
| WBLR Extracts | X** | X | X | Provides access to extract Work Based Learning data at the level assigned. | |||
| WBLR View | X** | X | X | Provides access to view Work Based Learning data at the level assigned. | |||
| LEAP Edit | X | Provides access to edit LEA Program data at the level assigned. | |||||
| LEAP View | X | Provides access to view or extract LEA Program data at the level assigned. | |||||
| Data Collection Certifier | Data Collection Certifer | Are we getting rid of one level of Certification? Recommend not changing process in this phase, just consolidate the roles into one Certifier (level 1) | X | Provides functionality to view and manage approval for all data submissions. | |||
| SELPA Approval | Data Collection Certifer | Are we getting rid of one level of Certification? Recommend not changing process in this phase, just consolidate the roles into one Certifier (level 1) | X | Provides functionality View and manage the SELPA approvals for submissions containing special education related data files. | |||
| Fall 1 Reports | Reports | Excludes Conf Data | X | X | Provides functionality to view designated Fall 1 Reports (per Report Inventory) | ||
| Fall 2 Reports | Excludes Conf Data | X | X | Provides functionality to view designated Fall 2 Reports (per Report Inventory) | |||
| EOY1 Reports | Excludes Conf Data | X | X | Provides functionality to view designated EOY 1 Reports (per Report Inventory) | |||
| EOY2 Reports | Excludes Conf Data | X | X | Provides functionality to view designated EOY 2 Reports (per Report Inventory) | |||
| EOY3 Reports | Includes new STAS reports | X | X | Provides functionality to view designated EOY 3 Reports (per Report Inventory) | |||
| EOY4 Reports | X | X | Provides functionality to view designated EOY 4 Reports (per Report Inventory) | ||||
| County | County | Is there a technical reason why there isn't a C/A Report role that can be given to a County Entity vs an LEA? | X* | Provides funtionality to view County/Authorizing LEA Reports. * Note this role should only display for County Office of Education entities | |||
| Authorizing LEA | Authorizing LEA | Is there a technical reason why there isn't a C/A Report role that can be given to a County Entity vs an LEA? | X* | Provides funtionality to view County/Authorizing LEA Reports * Available to all non COE LEAs and only display Independently Reporting Charters (IRCs) authorized by the LEA | |||
| SELPA Reports | X | Provides funtionality to view SELPA Reports, SPED and SSRV Real Time Extracts, and DSEA Extract * Note, this role takes user to landing page gives user access to SELPA-level reports. Fall 1, EOY 3, and EOY 4 report roles are not needed to view the SELPA Level reports for the corresponding submission. | |||||
| Assessments | Assessments | DEPENDS ON ASSESSMENT FUNCTIONALITY; managing suspense data vs just viewing Assessment data | X | X | Provides functionality to view assessment screens, reports, and extracts |
Roles to Functions List
The table below list all the system functionalities and the roles needed based on the organization level access a user
| System Functionality | Org Levels | Role(s) Needed | |||||||
|---|---|---|---|---|---|---|---|---|---|
| System Area | Feature/Navigation | Function | State Level | SELPA | LEA | School | Role to View | Role to Execute at Org Level (Add/Edit/Delete) | Notes |
| Homepage | Portal Home Page | View Important Messages, Certification Status, Submission Status, Extract Status tabs | Yes | Yes | Yes | Yes | None required | N/A | An active login to the system allows a user to see this page without any specific roles applied. |
| Homepage | User Profile (Self Only) | View/Update profile; Change password | Yes | Yes | Yes | Yes | None required | N/A | An active login to the system allows a user to see this page without any specific roles applied. |
| Security | Admin > User Management (List views) | Admin > User Management (List views) | Yes | No | Yes | No | State Administrator LEA Administrator | State Administrator LEA Administrator | |
| Security | Admin > User Management>Account Details | Admin > User Management>Account Details | Yes | Yes | Yes | No | State Administrator LEA Administrator | State Administrator LEA Administrator | |
| Security | Admin > User Management>Account Details > SELPA level Accounts | Admin > User Management>Account Details > SELPA level Accounts | Yes | Yes | Yes | No | State Administrator | State Administrator | |
| Security | Admin > User Management>Account Details > LEA level Accounts | Admin > User Management>Account Details > LEA level Accounts | Yes | Yes | Yes | No | State Administrator LEA Administrator | State Administrator LEA Administrator | |
| Security | Admin > User Management>Account Details > School level Accounts | Admin > User Management>Account Details > School level Accounts | Yes | Yes | Yes | No | State Administrator LEA Administrator | State Administrator LEA Administrator | |
| Admin | Direct Cert | Admin > View Direct Certification Status | Yes | Yes | Yes | Yes | Service Desk | State Administrator | |
| Online Maintenance | Maintain Student Data | Search for Student | Yes | No | Yes | Yes | Student Search | N/A | |
| Online Maintenance | Maintain Student Data | Seach by Demographics/Request SSID | Yes | No | Yes | Yes | SENR View | SENR Edit | |
| Online Maintenance | Maintain Student Data | Search by Enrollment | Yes | No | Yes | Yes | SENR View | SENR Edit | |
| Online Maintenance | Maintain Student Data | SSID Match Tool | Yes | No | Yes | Yes | SENR View | SENR Edit | LEA-level - ability to filter on schools within LEA and view school-specific SSID Match tool result files in the result grid. School-level - the only files that appear in Results grid are those for the school only. |
| Online Maintenance | Maintain Student Data | Student Details | Yes | Yes | Yes | Yes | Student Search | N/A | |
| Online Maintenance | Maintain Student Data | Student Details > Enrollment | Yes | Yes | Yes | Yes | SENR View | SENR Edit | |
| Online Maintenance | Maintain Student Data | Student Details > Student Information: Demographics | Yes | Yes | Yes | Yes | SINF View | SINF Edit | |
| Online Maintenance | Maintain Student Data | Student Details > Student Information: Address | Yes | Yes | Yes | Yes | SINF View | SINF Edit | |
| Online Maintenance | Maintain Student Data | Student Details > English Language Acquisition | Yes | Yes | Yes | Yes | SELA View | SELA Edit | |
| Online Maintenance | Maintain Student Data | Student Details > Programs (NON-FRPM Records) | Yes | Yes | Yes | Yes | SPRG View | SPRG Edit | |
| Online Maintenance | Maintain Student Data | Student Details > Programs (FRPM Records) | Yes | Yes | Yes | Yes | FRPM View | FRPM Edit | |
| Online Maintenance | Maintain Student Data | Student Details > Special Education | Yes | Yes | Yes | Yes | SPED View | SPED Edit | |
| Online Maintenance | Maintain Student Data | Student Details > PostSecondary Status (NON-SWDS Records) | Yes | Yes | Yes | Yes | PSTS View | PSTS Edit | |
| Online Maintenance | Maintain Student Data | Student Details > PostSecondary Status (SWDS Records) | Yes | Yes | Yes | Yes | PSTS View for SPED | PSTS Edit for SPED | |
| Online Maintenance | Maintain Student Data | Student Details > Work-Based Learning | Yes | Yes | Yes | Yes | WBLR View | WBLR Edit | |
| Online Maintenance | Maintain Student Data | Student Details > Student Course Section | Yes | Yes | Yes | Yes | CRSE View | CRSE Edit | |
| Online Maintenance | Maintain Student Data | Student Details > Career Technical Education (CTE) | Yes | Yes | Yes | Yes | SCTE View | SCTE Edit | |
| Online Maintenance | Maintain Student Data | Student Details > Absence Summary | Yes | Yes | Yes | Yes | STAS View | STAS Edit | |
| Online Maintenance | Maintain Student Data | Student Details > Incident | Yes | Yes | Yes | Yes | SINC View | SINC Edit | |
| Online Maintenance | Maintain Student Data | Student Details > SWDS | Yes | Yes | Yes | Yes | SPED View | SPED Edit | |
| Online Maintenance | Maintain Student Data | Student Details > MEET | Yes | Yes | Yes | Yes | SPED View | SPED Edit | |
| Online Maintenance | Maintain Student Data | Student Details > PLAN | Yes | Yes | Yes | Yes | SPED View | SPED Edit | |
| Online Maintenance | Maintain Student Data | Student Details > SERV | Yes | Yes | Yes | Yes | SPED View | SPED Edit | |
| Online Maintenance | Maintain Student Data | Student Details > LEAP | Yes | View Only | Yes | View Only | LEAP View | LEAP Edit* | State and LEA level edit only |
| Online Maintenance | Maintain Student Data | Student Details > MEPS | Yes | Yes | Yes | Yes | SPRG View | N/A | READ ONLY DATA |
| Online Maintenance | Maintain Student Data | Student Details > SPED | Yes | Yes | Yes | Yes | SPED View | N/A | READ ONLY DATA |
| Online Maintenance | Maintain Local Foster Match | Maintain Local Foster Match | Yes | Yes | Yes | Yes | Foster Youth | Foster Youth | |
| Online Maintenance | Direct Certification | Direct Certification | Yes | Yes | Yes | Yes | Direct Certification | Direct Certification | |
| Online Maintenance | Maintain Staff Data | Search for Staff | Yes | Yes | Yes | Yes | SDEM View | SDEM Edit | |
| Online Maintenance | Maintain Staff Data | Staff Details | Yes | Yes | Yes | Yes | N/A | ||
| Online Maintenance | Maintain Staff Data | Staff Details > Staff Demographics | Yes | Yes | Yes | Yes | SDEM View | SDEM Edit | |
| Online Maintenance | Maintain Staff Data | Staff Details > Staff Assignments | Yes | Yes | Yes | Yes | SASS View | SASS Edit | |
| Online Maintenance | Maintain Staff Data | Staff Details > Staff Course Sections | Yes | Yes | Yes | Yes | CRSE View | CRSE Edit | |
| Online Maintenance | Maintain Course Data | Course Section page | Yes | Yes | Yes | Yes | CRSE View | CRSE Edit | |
| Online Maintenance | Maintain Course Data | Student Course Section | Yes | Yes | Yes | Yes | CRSE View | CRSE Edit | |
| Online Maintenance | Maintain Incident Data | Incident > Summary page | Yes | Yes | Yes | Yes | SINC View | SINC Edit | |
| Online Maintenance | Maintain Incident Data | Incident > Summary > Incident Details page | Yes | Yes | Yes | Yes | SINC View | SINC Edit | |
| Online Maintenance | Maintain Incident Data | Incident > Summary > Incident Details > Student List | Yes | Yes | Yes | Yes | SINC View | SINC Edit | |
| Online Maintenance | Maintain Incident Data | Incident > Summary > Incident Details > Student List > Student Details | Yes | Yes | Yes | Yes | SINC View | SINC Edit | |
| Online Maintenance | Manage Anomalies | SSID Enroll --> Anomalies --> MIDs | Yes | Yes | Yes | Yes | Anomalies | SENR Edit | |
| Online Maintenance | Manage Anomalies | SSID Enroll --> Anomalies --> ERDs | Yes | Yes | Yes | Yes | Anomalies | SENR Edit | |
| Online Maintenance | Manage Anomalies | SSID Enroll --> Anomalies --> CCE | Yes | Yes | Yes | Yes | Anomalies | SENR Edit | |
| Online Maintenance | Manage Anomalies | Anomalies --> Anomaly Status | Yes | Yes | Yes | Yes | Anomalies | Anomalies | |
| File Submission | Upload/View Submissions (or API) | Upload SENR | Yes | Yes | Yes | Yes | SENR View | SENR Edit | |
| File Submission | Upload/View Submissions (or API) | Upload SINF | Yes | Yes | Yes | Yes | SINF View | SINF Edit | |
| File Submission | Upload/View Submissions (or API) | Upload SELA | Yes | Yes | Yes | Yes | SELA View | SELA Edit | |
| File Submission | Upload/View Submissions (or API) | Upload SPRG (non-FRPM Records) | Yes | Yes | Yes | Yes | SPRG View | SPRG Edit | |
| File Submission | Upload/View Submissions (or API) | Upload SPRG (FRPM Records) | Yes | Yes | Yes | Yes | FRPM View | FRPM Edit | |
| File Submission | Upload/View Submissions (or API) | Upload CRSE/C | Yes | Yes | Yes | Yes | CRSE View | CRSE Edit | |
| File Submission | Upload/View Submissions (or API) | Upload SCSE/C | Yes | Yes | Yes | Yes | CRSE View | CRSE Edit | |
| File Submission | Upload/View Submissions (or API) | Upload STAS | Yes | Yes | Yes | Yes | STAS View | STAS Edit | |
| File Submission | Upload/View Submissions (or API) | Upload SASS | Yes | Yes | Yes | Yes | SASS View | SASS Edit | |
| File Submission | Upload/View Submissions (or API) | Upload SDEM | Yes | Yes | Yes | Yes | SDEM View | SDEM Edit | |
| File Submission | Upload/View Submissions (or API) | Upload SCTE | Yes | Yes | Yes | Yes | SCTE View | SCTE Edit | |
| File Submission | Upload/View Submissions (or API) | Upload SINC | Yes | Yes | Yes | Yes | SINC View | SINC Edit | |
| File Submission | Upload/View Submissions (or API) | Upload SOFF | Yes | Yes | Yes | Yes | SINC View | SINC Edit | |
| File Submission | Upload/View Submissions (or API) | Upload SIRS | Yes | Yes | Yes | Yes | SINC View | SINC Edit | |
| File Submission | Upload/View Submissions (or API) | Upload PSTS (NON-SPED Records) | Yes | Yes | Yes | Yes | PSTS View | PSTS Edit | |
| File Submission | Upload/View Submissions (or API) | Upload PSTS (SPED Records) | Yes | Yes | Yes | Yes | PSTS View for SPED | PSTS Edit for SPED | |
| File Submission | Upload/View Submissions (or API) | Upload WBLR | Yes | Yes | Yes | Yes | WBLR View | WBLR Edit | |
| File Submission | Upload/View Submissions (or API) | Upload LEAP | Yes | No | Yes | No | LEAP View | LEAP Edit | |
| File Submission | Upload/View Submissions (or API) | Upload SWDS | Yes | Yes | Yes | Yes | SPED View | SPED Edit | Not school level data but schools may submit. |
| File Submission | Upload/View Submissions (or API) | Upload MEET | Yes | Yes | Yes | Yes | SPED View | SPED Edit | Not school level data but schools may submit. |
| File Submission | Upload/View Submissions (or API) | Upload PLAN | Yes | Yes | Yes | Yes | SPED View | SPED Edit | Not school level data but schools may submit. |
| File Submission | Upload/View Submissions (or API) | Upload SERV | Yes | Yes | Yes | Yes | SPED View | SPED Edit | Not school level data but schools may submit. |
| File Submission | View Submission Status | View Submission Status | Yes | Yes | Yes | Yes | N/A | N/A | No Roles required to view |
| Certification | Certification Status > LEA Approval | View LEA Cert Summary | Yes | No | Yes | No | Data Collection Certifier | Data Collection Certifier | |
| Certification | Certification Status > LEA Approval > Certification Details - LEA | View LEA Cert Details | Yes | No | Yes | No | Data Collection Certifier | Data Collection Certifier | |
| Certification | Certification > SELPA Approval | View SELPA Cert Summary | Yes | Yes | No | No | Data Collection Certifier | Data Collection Certifier | |
| Certification | Certification > SELPA Approval > Certfication Details - SELPA | View SELPA Cert Details | Yes | Yes | No | No | Data Collection Certifier | Data Collection Certifier | |
| Data Discrepancy UI | Data Discrepancies | View Data Discrepency UI | Yes | Yes | Yes | No | N/A | N/A | No Roles required to view |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View SENR | Yes | Yes | Yes | Yes | SENR View | N/A | |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View SINF | Yes | Yes | Yes | No | SINF View | N/A | Not School level data |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View SELA | Yes | Yes | Yes | No | SELA View | N/A | Not School level data |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View SPRG (non-FRPM Records) | Yes | Yes | Yes | Yes | SPRG View | N/A | |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View SPRG (FRPM Records) | Yes | Yes | Yes | Yes | FRPM View | N/A | |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View CRSE/C | Yes | Yes | Yes | Yes | CRSE View | N/A | |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View SCSE/C | Yes | Yes | Yes | Yes | CRSE View | N/A | |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View STAS | Yes | Yes | Yes | Yes | STAS View | N/A | |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View SASS | Yes | Yes | Yes | No | SASS View | N/A | Not School level data |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View SDEM | Yes | Yes | Yes | No | SDEM View | N/A | Not School level data |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View SCTE | Yes | Yes | Yes | No | SCTE View | N/A | Not School level data |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View SINC | Yes | Yes | Yes | Yes | SINC View | N/A | |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View SOFF | Yes | Yes | Yes | Yes | SINC View | N/A | |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View SIRS | Yes | Yes | Yes | Yes | SINC View | N/A | |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View PSTS (NON-SPED Records) | Yes | Yes | Yes | Yes | PSTS View | N/A | |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View PSTS (SPED Records) | Yes | Yes | Yes | Yes | PSTS View for SPED | N/A | |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View WBLR | Yes | Yes | Yes | Yes | WBLR View | N/A | |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View SWDS | Yes | Yes | Yes | No | SWDS View | N/A | Not School level data |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View MEET | Yes | Yes | Yes | No | MEET View | N/A | Not School level data |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View PLAN | Yes | Yes | Yes | No | PLAN View | N/A | Not School level data |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View SERV | Yes | Yes | Yes | No | SERV View | N/A | Not School level data |
| Data Discrepancy UI | Data Discrepancies > Record Modal | View LEAP | Yes | No | Yes | No | LEAP View | N/A | Not School level data |
| Reports | Reports > RealTime Reports | View RealTime Reports Landing Page | Yes | No | Yes | Yes | N/A | N/A | |
| Reports | Reports > RealTime Report > Fall1 | View Fall1 Reports | Yes | No | Yes | Yes | Fall1 Reports | N/A | |
| Reports | Reports > RealTime Report > Fall2 | View Fall2 Reports | Yes | No | Yes | Yes | Fall2 Reports | N/A | |
| Reports | Reports > RealTime Report > EOY1 | View EOY1 Reports | Yes | No | Yes | Yes | EOY1 Reports | N/A | |
| Reports | Reports > RealTime Report > EOY2 | View EOY2 Reports | Yes | No | Yes | Yes | EOY2 Reports | N/A | |
| Reports | Reports > RealTime Report > EOY3 | View EOY3 Reports | Yes | No | Yes | Yes | EOY3 Reports | N/A | |
| Reports | Reports > RealTime Report > EOY4 | View EOY4 Reports | Yes | No | Yes | Yes | EOY4 Reports | N/A | |
| Reports | Reports > Snapshot Reports | View Snapshot Report Landing Page | Yes | No | Yes | Yes | N/A | No Roles required to view | |
| Reports | Reports > Snapshot Report > Fall1 | View Supplemental Reports | Yes | No | Yes | Yes | ?? | N/A | |
| Reports | Reports > Snapshot Report > Fall1 | View Fall1 Reports | Yes | No | Yes | Yes | Fall1 Reports | N/A | |
| Reports | Reports > Snapshot Report > Fall2 | View Fall2 Reports | Yes | No | Yes | Yes | Fall2 Reports | N/A | |
| Reports | Reports > Snapshot Report > EOY1 | View EOY1 Reports | Yes | No | Yes | Yes | EOY1 Reports | N/A | |
| Reports | Reports > Snapshot Report > EOY2 | View EOY2 Reports | Yes | No | Yes | Yes | EOY2 Reports | N/A | |
| Reports | Reports > Snapshot Report > EOY3 | View EOY3 Reports | Yes | No | Yes | Yes | EOY3 Reports | N/A | |
| Reports | Reports > Snapshot Report > EOY4 | View EOY4 Reports | Yes | No | Yes | Yes | EOY4 Reports | N/A | |
| Reports | County/Authorizing LEA Reports | View Supplemental Reports | Yes | No | Yes | Yes | Authorizing LEA | N/A | |
| Reports | County/Authorizing LEA Reports | View Fall1 Reports | Yes | No | Yes | Yes | Authorizing LEA | N/A | |
| Reports | County/Authorizing LEA Reports | View Fall2 Reports | Yes | No | Yes | Yes | Authorizing LEA | N/A | |
| Reports | County/Authorizing LEA Reports | View EOY1 Reports | Yes | No | Yes | Yes | Authorizing LEA | N/A | |
| Reports | County/Authorizing LEA Reports | View EOY2 Reports | Yes | No | Yes | Yes | Authorizing LEA | N/A | |
| Reports | County/Authorizing LEA Reports | View EOY3 Reports | Yes | No | Yes | Yes | Authorizing LEA | N/A | |
| Reports | County/Authorizing LEA Reports | View EOY4 Reports | Yes | No | Yes | Yes | Authorizing LEA | N/A | |
| Reports | County/Authorizing LEA Reports | View Accountability | Yes | No | Yes | Yes | Authorizing LEA | N/A | |
| Reports | Accountability/Monitoring Reports | View landing page | Yes | No | Yes | Yes | Authorizing LEA | N/A | |
| Reports | Accountability/Monitoring Reports | View Cohort Outcome Reports | Yes | No | Yes | Yes | Authorizing LEA | N/A | |
| Reports | Accountability/Monitoring Reports | View Monitoring Reports | Yes | No | Yes | Yes | Authorizing LEA | N/A | |
| Reports | Reports > SELPA Reports | View Fall1 SELPA Reports | Yes | Yes | No | No | SELPA Reports | N/A | |
| Reports | Reports > SELPA Reports | View Fall2 SELPA Reports | Yes | Yes | No | No | SELPA Reports | N/A | |
| Reports | Reports > SELPA Reports | View EOY1 SELPA Reports | Yes | Yes | No | No | SELPA Reports | N/A | |
| Reports | Reports > SELPA Reports | View EOY2 SELPA Reports | Yes | Yes | No | No | SELPA Reports | N/A | |
| Reports | Reports > SELPA Reports | View EOY3 SELPA Reports | Yes | Yes | No | No | SELPA Reports | N/A | |
| Reports | Reports > SELPA Reports | View EOY4 SELPA Reports | Yes | Yes | No | No | SELPA Reports | N/A | |
| Reports | Reports > SELPA Reports | View Monitoring Reports | Yes | Yes | No | No | SELPA Reports | N/A | |
| Extracts | Extracts > SSID Extract | Request/Retrieve SSID Extract | Yes | No | Yes | Yes | SENR Edit | SENR Edit | |
| Extracts | Extracts > Candidate List Extract | Request/Retrieve Candidate List Extract | Yes | No | Yes | Yes | SENR Edit | SENR Edit | |
| Extracts | Extracts > Rejected Records Extract page | Navigate to the Rejected Records Extract page | Yes | Yes | Yes | Yes | N/A | N/A | No Roles required to view |
| Extracts | Extracts > Rejected Records Extract > SENR | Request/Retrieve SENR | Yes | Yes | Yes | Yes | SENR View | N/A | |
| Extracts | Extracts > Rejected Records Extract > SINF | Request/Retrieve SINF | Yes | Yes | Yes | Yes | SINF View | N/A | |
| Extracts | Extracts > Rejected Records Extract > SELA | Request/Retrieve SELA | Yes | Yes | Yes | Yes | SELA View | N/A | |
| Extracts | Extracts > Rejected Records Extract > SPRG | Request/Retrieve SPRG (non-FRPM Records) | Yes | No | Yes | Yes | SPRG View | N/A | |
| Extracts | Extracts > Rejected Records Extract > SPRG | Request/Retrieve SPRG (FRPM Records) | Yes | No | Yes | Yes | FRPM View | N/A | |
| Extracts | Extracts > Rejected Records Extract > CRSE/C | Request/Retrieve CRSE/C | Yes | No | Yes | Yes | CRSE View | N/A | |
| Extracts | Extracts > Rejected Records Extract > SCSE/C | Request/Retrieve SCSE/C | Yes | No | Yes | Yes | CRSE View | N/A | |
| Extracts | Extracts > Rejected Records Extract > STAS | Request/Retrieve STAS | Yes | No | Yes | Yes | STAS View | N/A | |
| Extracts | Extracts > Rejected Records Extract > SASS | Request/Retrieve SASS | Yes | No | Yes | Yes | SASS View | N/A | |
| Extracts | Extracts > Rejected Records Extract > SDEM | Request/Retrieve SDEM | Yes | No | Yes | Yes | SDEM View | N/A | |
| Extracts | Extracts > Rejected Records Extract > SCTE | Request/Retrieve SCTE | Yes | No | Yes | Yes | SCTE View | N/A | |
| Extracts | Extracts > Rejected Records Extract > SINC | Request/Retrieve SINC | Yes | No | Yes | Yes | SINC View | N/A | |
| Extracts | Extracts > Rejected Records Extract > SOFF | Request/Retrieve SOFF | Yes | No | Yes | Yes | SINC View | N/A | |
| Extracts | Extracts > Rejected Records Extract > SIRS | Request/Retrieve SIRS | Yes | No | Yes | Yes | SINC View | N/A | |
| Extracts | Extracts > Rejected Records Extract > PSTS | Request/Retrieve PSTS (NON-SPED Records - California Partnership Academy-10 and Career Technical Education-20) | Yes | No | Yes | Yes | PSTS View | N/A | |
| Extracts | Extracts > Rejected Records Extract > PSTS | Request/Retrieve PSTS (SPED Records - Special Education-30) | Yes | Yes | Yes | Yes | PSTS View for SPED | N/A | |
| Extracts | Extracts > Rejected Records Extract > WBLR | Request/Retrieve WBLR | Yes | No | Yes | Yes | WBLR View | N/A | |
| Extracts | Extracts > Rejected Records Extract > LEAP | Request/Retrieve LEAP | Yes | No | Yes | No | LEAP View | N/A | |
| Extracts | Extracts > Rejected Records Extract > SWDS | Request/Retrieve SWDS | Yes | Yes | Yes | Yes | SPED View | N/A | |
| Extracts | Extracts > Rejected Records Extract > MEET | Request/Retrieve MEET | Yes | Yes | Yes | Yes | SPED View | N/A | |
| Extracts | Extracts > Rejected Records Extract > PLAN | Request/Retrieve PLAN | Yes | Yes | Yes | Yes | SPED View | N/A | |
| Extracts | Extracts > Rejected Records Extract > SERV | Request/Retrieve SERV | Yes | Yes | Yes | Yes | SPED View | N/A | |
| Extracts | Extracts > Replacement SSIDs Extract | Request/Retrieve Replacement SSIDs Extract | Yes | No | Yes | Yes | SENR Edit | N/A | |
| Extracts | Extracts >RealTime Extracts>CENR | Request/Retrieve CENR | Yes | No | Yes | Yes | SENR Edit | N/A | |
| Extracts | Extracts > RealTime > SENR | Request/Retrieve SENR | Yes | Yes | Yes | Yes | SENR View | N/A | |
| Extracts | Extracts > RealTime > SINF | Request/Retrieve SINF | Yes | Yes | Yes | Yes | SINF View | N/A | |
| Extracts | Extracts > RealTime > SELA | Request/Retrieve SELA | Yes | Yes | Yes | Yes | SELA View | N/A | |
| Extracts | Extracts > RealTime > SPRG | Request/Retrieve SPRG (non-FRPM Records) | Yes | No | Yes | Yes | SPRG View | N/A | |
| Extracts | Extracts > RealTime > SPRG | Request/Retrieve SPRG (FRPM Records) | Yes | No | Yes | Yes | FRPM View | N/A | |
| Extracts | Extracts > RealTime > CRSE/C | Request/Retrieve CRSE/C | Yes | No | Yes | Yes | CRSE View | N/A | |
| Extracts | Extracts > RealTime Extract > SCSE/C | Request/Retrieve SCSE/C | Yes | No | Yes | Yes | CRSE View | N/A | |
| Extracts | Extracts > RealTime Extract > STAS | Request/Retrieve STAS | Yes | No | Yes | Yes | STAS View | N/A | |
| Extracts | Extracts > RealTime Extract > SASS | Request/Retrieve SASS | Yes | No | Yes | Yes | SASS View | N/A | |
| Extracts | Extracts > RealTime Extract > SDEM | Request/Retrieve SDEM | Yes | No | Yes | Yes | SDEM View | N/A | |
| Extracts | Extracts > RealTime Extract > SCTE | Request/Retrieve SCTE | Yes | No | Yes | Yes | SCTE View | N/A | |
| Extracts | Extracts > RealTime Extract > SINC | Request/Retrieve SINC | Yes | No | Yes | Yes | SINC View | N/A | |
| Extracts | Extracts > RealTime Extract > SOFF | Request/Retrieve SOFF | Yes | No | Yes | Yes | SINC View | N/A | |
| Extracts | Extracts > RealTime Extract > SIRS | Request/Retrieve SIRS | Yes | No | Yes | Yes | SINC View | N/A | |
| Extracts | Extracts > RealTime Extract > PSTS | Request/Retrieve PSTS (NON-SPED Records - California Partnership Academy-10 and Career Technical Education-20) | Yes | No | Yes | Yes | PSTS View | N/A | |
| Extracts | Extracts > RealTime Extract > PSTS | Request/Retrieve PSTS (SPED Records - Special Education-30) | Yes | Yes | Yes | Yes | PSTS View for SPED | N/A | |
| Extracts | Extracts > RealTime Extract > WBLR | Request/Retrieve WBLR | Yes | Yes | Yes | Yes | WBLR View | N/A | |
| Extracts | Extracts > RealTime Extract> SWDS | Request/Retrieve SWDS | Yes | Yes | Yes | Yes | SPED View | N/A | |
| Extracts | Extracts > RealTime Extract> MEET | Request/Retrieve MEET | Yes | Yes | Yes | Yes | SPED View | N/A | |
| Extracts | Extracts > RealTime Extract > PLAN | Request/Retrieve PLAN | Yes | Yes | Yes | Yes | SPED View | N/A | |
| Extracts | Extracts > RealTime Extract > SERV | Request/Retrieve SERV | Yes | Yes | Yes | Yes | SPED View | N/A | |
| Extracts | Extracts > RealTime Extract > LEAP | Request/Retrieve LEAP | Yes | No | Yes | No | LEAP View | N/A | |
| Extracts | Extracts > MEPS | Request/Retrieve MEPS | Yes | No | Yes | Yes | SPRG View | N/A | |
| Extracts | Supplemental Report Extracts > Fall1 | Request/Retrieve Fall1 Supplemental Reports | Yes | No | Yes | Yes | Fall1 Reports | N/A | |
| Extracts | Supplemental Report Extracts > Fall2 | Request/Retrieve Fall2 Supplemental Reports | Yes | No | Yes | Yes | Fall2 Reports | N/A | |
| Extracts | Supplemental Report Extracts > EOY1 | Request/Retrieve EOY1 Supplemental Reports | Yes | No | Yes | Yes | EOY1 Reports | N/A | |
| Extracts | Supplemental Report Extracts > EOY2 | Request/Retrieve EOY2 Supplemental Reports | Yes | No | Yes | Yes | EOY2 Reports | N/A | |
| Extracts | Supplemental Report Extracts > EOY3 | Request/Retrieve EOY3 Supplemental Reports | Yes | No | Yes | Yes | EOY3 Reports | N/A | |
| Extracts | Supplemental Report Extracts > EOY4 | Request/Retrieve EOY4 Supplemental Reports | Yes | No | Yes | Yes | EOY4 Reports | N/A | |
| Extracts | Extracts > Retrieve File > Direct Certification | Request/Retrieve Direct Certification Extract | Yes | Yes | Yes | Yes | Direct Certification | N/A | |
| Extracts | Extracts> Retrieve File > SPED Discrepancy Extract | Request/Retrieve SPED Discrepancy Extract | Yes | Yes | SPED Edit | Removed as part of CR 1648 - SPED Redesign. | |||
| Extracts | Extracts> Retrieve File > DSEA Extract | Request/Retrieve DSEA Extract | Yes | Yes | N/A | SPED View | |||
| Help | Help > System Documentation | View System Documentation | Yes | Yes | Yes | Yes | N/A | N/A | No Roles required to view |
| Help | Help > Error List | View Error List | Yes | Yes | Yes | Yes | N/A | N/A | No Roles required to view |
| Help | Help > User Manual (Search Pages) | View User Manual (Search Pages) | Yes | Yes | Yes | Yes | N/A | N/A | No Roles required to view |
| Help | Help > LEA Operations Manual (No longer avail) | View LEA Operations Manual (No longer avail) | Yes | Yes | Yes | Yes | N/A | N/A | No Roles required to view |
| Help | Help > Batch File Templates Download | View Batch File Templates Download | Yes | Yes | Yes | Yes | N/A | N/A | No Roles required to view |
| Help | Help > Service Requests | View Service Requests | Yes | Yes | Yes | Yes | N/A | N/A | No Roles required to view |
Sample Role Assignments based on Need
LEA Level Accounts Roles
- Assign LEA organization type
- Assign appropriate roles
School Level Account Roles
- Assign School level organization type
- Assign appropriate roles
Note: If a user already has a LEA level account, it is unnecessary and sometimes detrimental to a user's access, to create a separate school level account.
Full Read and Write Account Roles
- Assign specific or all designated Edit and View roles.
- Assign Student Search role
View-Only Account Roles
- Assign specific or all roles with the View designation only.
- Add Student Search Role
Nutrition Department Access Roles
- Direct Certification
- Free and Reduced Lunch Meal View
Foster Youth Access Roles
- Assign Foster Youth role to view Foster Real Time Report 5.6 to 5.9
- Assign Maintain Foster role for Local Foster Match functionality
General Certification Roles
- Assign Data Collection Certifier role to allow user to certify.
- Assign all report roles to view the aggregate and supporting reports.
Sample CALPADS User Account Agreement Form
Here is a a downloadable form LEas can modify to fit the needs for your local policy in assigning user accounts and roles.