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Overview of Data Submission and Use

LEAs submit data to CALPADS on an ongoing basis. These data are maintained in the CALPADS Operational Data Store (ODS). In the fall and at the end of the school year, a window opens up during which time specified data are pulled from the ODS into aggregate reports based on business rules. LEAs are required to “certify” the aggregate certification reports by specified deadlines. The windows during which LEAs certify data are referred to as CALPADS “submissions.” The primary submission windows are during the Fall and at the End of Year (EOY). Currently, the specific submissions are: Fall 1, Fall 2, EOY 1, EOY 2, EOY 3, EOY 4.

CALPADS Submissions of Data for Students with Disabilities

LEAs are required to certify data related specifically to students with disabilities (SWD) during the Fall 1, EOY 3, and EOY 4 submissions. The certification process for special education data includes an additional review level not required for other data certified in CALPADS. LEAs must first review and approve the special education certification reports, and then the Special Education Local Plan Area (SELPA) to which the LEA belongs, must review and approve the same certification reports. Once the LEA and SELPA have both approved the certification reports, the data are “certified.” The CALPADS submission dates are posted on the CALPADS Calendar at https://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp. The three submissions are described in the following sections.

Student with Disabilities Reports and Extracts

Report Legend: C = Certification Report, S = Supporting Report, M = Monitoring Report, O = ODS Report

Report # Name Fall 1 EOY 3 EOY 4 Monitoring
16.12 Students with Disabilities – Education Plan by Disability (Only includes students who are eligible and participating with a plan.) C C
16.13 Students with Disabilities – Federal Setting Count (Only includes students who are eligible and participating with a plan.) C
16.14 Students with Disabilities – Plan Student List S S
16.15 Students with Disabilities – Student Services Count S S
16.16 Students with Disabilities – Student Services List S S
16.22 Students with Disabilities – Non-Participating Status Report - Count C
16.23 Students with Disabilities – Non-Participating Status Report – Student Details S
16.21 Students with Disabilities – Overdue Plan Review and Reevaluation Meetings Student List M
16.XX Student with Disabilities – Annual Comparison Reports S S
16.XX Monitoring Report for 3rd Birthday IFSPs M
16.18 Students with Disabilities – DSEA Low Incidence Count O
16.19 Students with Disabilities – DSEA Low Incidence Student List O
16.XX Monitoring Report for Pending Students with No Subsequent Enrollments M
17.3 Postsecondary Survey Outcome for SWD – Count C
17.4 Postsecondary Survey Outcome for SWDs – Student List S
SWDS ODS Download Extract
PLAN ODS Download Extract
MEET ODS Download Extract
SERV ODS Download Extract

Fall 1 Data Submission and Use

As part of the CALPADS Fall 1 submission, LEAs and SELPAs certify Census Day (first Wednesday in October) counts of students by education plan, (IFSP, IEP, ISP), federal setting, and primary disability. These data are used for federal ED*Facts* reporting. See section on “Federal ED*Facts* Reporting”.

Fall 1 Certification and Supporting Reports

LEAs and SELPAs certify these data by approving the following aggregate certification reports:

  • 16.12 – Students with Disabilities – Education Plan by Disability
  • 16.13 – Students with Disabilities – Federal Setting Count

LEAs may use these “supporting reports” to help review and reconcile data in the aggregate certification reports:

  • 16.14 – Students with Disabilities – Plan Student List, which displays all the special education plan data elements for every PLAN record submitted for each individual student

  • 16.16 – Students with Disabilities – Student Services List, which displays all the special education services data elements submitted for each individual student on the SERV file.

  • 16.19–Students with Disabilities – DSEA Low Incidence – Student List

There is a total of 9 aggregate Certification Reports that must be reviewed for the Fall 1 submission. Of the 9 reports, the two aggregate certification reports cited above are the reports specifically for SWD. All 9 reports must be approved by the LEA for the Fall 1 submission to be approved at the LEA level. The SELPA is only required to approve the two SWD reports. Therefore, once the LEA has approved all Fall 1 reports, and the SELPA has approved the two SWD reports, the submission is considered “certified”. These data are “frozen” and used for the purposes described above.

EOY 4

As part of the CALPADS EOY 4 submission, LEAs and SELPAs certify cumulative counts of students by education plan, federal setting, and primary disability that were enrolled during the academic year (July 1 – June 30). LEAs and SELPAs also certify counts of students exiting special education during the academic year, and the postsecondary status of students one year after they exited secondary education. These data are primarily used to calculate federal Annual Performance Report (APR) accountability indicators. Counts of students exiting special education are used for federal ED*Facts* reporting. See sections on “State Performance Plan and Annual Performance Report” and “Federal ED*Facts* Reporting”.

LEAs and SELPAs also monitor special education services prescribed within a student’s education plan (IFSP, IEP, ISP), by primary disability. (SERV records are not required for students with Special Education Meeting Types of 30 – Pending, or 40 – Reevaluation.) These data are used by CDE’s FMTA team for LEAs who have been identified for focused monitoring.[PM6] [DJ7] These data are not reported at the federal level.

LEAs and SELPAs certify these data by approving the following aggregate certification reports:

  • 16.12 – Students with Disabilities – Education Plan by Disability
  • 16.22 – Students with Disabilities – Special Education Status and Non-Participation Reason – Count
  • 17.3 – Postsecondary Survey Outcome for SWD – Count

LEAs may use these “supporting reports” to help review and reconcile data in the aggregate certification reports:

· 16.14 – Students with Disabilities – Plan Student List, which displays all the special education plan data elements for every PLAN record submitted for each individual student

  • 16.23– Students with Disabilities – Special Education Status and Non-Participation Reason – Student Details

  • 17.4 – Postsecondary Survey Outcome for SWDs – Student List

All 3 aggregate certification reports cited above must be approved by the LEA and SELPA in order for the EOY 4 submission to be certified. Once the LEA and SELPA have approved all the EOY 4 reports, the submission is considered “certified”. These data are “frozen” and used for the purposes described above.

EOY 3

As part of the CALPADS EOY 3 submission, LEAs and SELPAs certify incident data (incidents that result in the restraint or seclusion of a student, or a disciplinary action) for SWD that are submitted to CALPADS through the incident files in EOY 3. These data are used to calculate federal APR accountability indicators and for ED*Facts* reporting. See sections on “State Performance Plan and Annual Performance Report”, and “Federal ED*Facts* Reporting”.

LEAs and SELPAs certify these data by approving these certification reports specific to students with disabilities:

  • 7.16 – Incident Removals for Student with Disabilities – Count
  • 7.17 – Unilateral Removals for Students with Disabilities – Count

LEAs may use this “supporting reports” to help review and reconcile data in the aggregate certification reports:

  • 7.18 – Incident Removals for Students with Disabilities – Student List

There is a total of 11 aggregate Certification Reports that must be reviewed for the EOY 3 submission. Of the 11 reports, the two reports cited above are the reports specifically for SWD. All 11 reports must be approved by the LEA for the EOY 3 submission to be approved at the LEA level. The SELPA is only required to approve the two SWD reports. Once the LEA has approved all reports, and the SELPA has approved the SWD reports, the submission is considered “certified”. These data are “frozen” and used for the purposes described above.

NOTE: The EOY 3 data LEAs certify for all students (general education and students with disabilities) related to suspensions and expulsions are used to calculate APR indicators 4A and 4B, which look for a significant discrepancy in the rate of suspension and expulsion for SWD, and for SWD by race/ethnicity.

Monitoring

LEAs submit data to CALPADS on an ongoing basis. These data are maintained in the CALPADS Operational Data Store (ODS) and change on an ongoing basis as LEAs update their data. CDE pulls data from the CALPADS ODS on a monthly basis and provides the updated data to CDE’s Focused Monitoring and Technical Assistance (FMTA) team prior to a focused monitoring review. [PM8] [DJ9]

CALPADS provides “monitoring” reports that reflect the LEA activities that the FMTA monitors. The data in these reports are not certified as part of any of the submissions. The FMTA team uses the following monitoring reports, which LEAs can also use to monitor themselves:

  • 16.21 – Students with Disabilities – Overdue Plan Review and Reevaluation Meetings Student List
  • 16.24 – Students with Disabilities – Meetings Student List

CALPADS Reports and Report Features that Support Data Review

To facilitate data review and approval of certification reports, the following non-certification supporting reports and report features are available:

  • SELPA-Level Reports: There are SELPA-level reports that display aggregate data for all LEAs in the SELPA. There is a SELPA-level report for each LEA aggregate certification report. The SELPA-level reports facilitate the SELPA’s review of all the LEAs in the SELPA.

  • Report Filters: Each aggregate certification report includes filters that enable LEAs and SELPAs to review data by gender, race/ethnicity, and various student programs, which are the same student groups displayed on other CALPADS reports, DataQuest, and the California School Dashboard. Viewing aggregate counts by student group facilitates LEA and SELPA ability to identify potential issues with the data.

  • Student-Level Reports: Most aggregate certification reports in CALPADS drill down to corresponding supporting reports that display the individual students that are included in the aggregate report. There are also student profile reports that display data for individual students. LEAs use these reports to review and reconcile their data to ensure accuracy. The supporting reports for SWD were described above.

How Specific SWD Data Are Used for Federal Purposes

The following table provides a high-level overview of how all the specific SWD data elements submitted on the SWDS, PLAN, MEET, SERV, PSTS, SINC/SIRS/SOFF, and WBLR files are used for the federal APR accountability indicators, federal ED*Facts* reporting, and monitoring. See sections on “State Performance Plan and Annual Performance Report”, and “Federal ED*Facts* Reporting”.

Note: The data elements unique to students with disabilities are not used for state accountability purposes. The only special education data used for state accountability is whether a student is SWD and therefore should be included in the SWD student group on the California School Dashboard and in DataQuest reports.

The table does not include the data elements used in all CALPADS reports to disaggregate student data (e.g. date of birth (age), race ethnicity, gender, English Learner status). For a comprehensive description of all the data elements used in each CALPADS report, refer to the report mapping guides maintained by the California School Information Services (CSIS).

Table 1: How Fall 1 SWD Data Are Used for Federal Purposes

These SWD Specific Data Elements… Are displayed in CALPADS Report… And Used for…
PLAN · 23.11 – Special Education Plan Type Code · 23.15 – Disability 1 Code · 23.17 – Disability 2 Code · 23.20 – Special Education Program Setting Code · 23.23 – General Education Participation Percentage Fall 1 LEA and SELPA Reports · 16.12 – Students with Disabilities – Education Plan by Primary Disability · 16.13 – Students with Disabilities – Count by Federal Setting ED*Facts*: (FS002) · To report Census Day unduplicated count of SWD by ages 5 – 21, by primary disability and educational environment (setting) · Only students on IEPs included Monitoring: · To monitor Least Restrictive Environment
PLAN · 23.20 – Special Education Program Setting Code · 23.21 – Preschool Program Setting Service Location Code · 23.22 – Ten or More Weekly Hours in Setting Indicator EOY 4 LEA and SELPA Reports · 16.12 – Students with Disabilities – Education Plan by Primary Disability (EOY 4) · 16.13 – Students with Disabilities – Count by Federal Setting (EOY 4) APR: · To calculate API 6 – Preschool Environments (3 through 5)
MEET · 24.12 – Initial Evaluation Parent Consent Date · 24.13 – Special Education Meeting Date · 24.16 – Meeting Activity – Evaluation Type Code · EOY 4 certified data, not reflected in an aggregate report, but viewable in Report 16.21 – Students with Disabilities – Overdue Plan Review and Reevaluation Meetings Student List and Report 16.24 – Students with Disabilities – Meetings Student List APR: · To calculate API 11 – Child Find Monitoring: · To monitor requirements related to child find timelines
MEET · 24.12 – Initial Evaluation Parental Consent Date · 24.13 – Special Education Meeting Date · 24.15 – Meeting Delay Code · 24.16 – Meeting Activity – Evaluation Type Code · 24.18 – Evaluation Outcome Code · EOY 4 certified data, not reflected in an aggregate report, but viewable in Report 16.21 – Students with Disabilities – Overdue Plan Review and Reevaluation Meetings Student List and Report 16.24 – Students with Disabilities – Meetings Student List APR · To calculate API 12 – Early Childhood Transition Monitoring: · To monitor whether required evaluations and plan reviews are held within required timelines
PLAN · 23.25 – IEP Includes Postsecondary Goals Indicator · 23.26 – Postsecondary Goals Updated Annually Indicator · 23.27 – Postsecondary Goals Age Appropriate Transition Assessment Indicator · 23.28 – Transition Services in IEP Indicator · 23.29 – Supportive Services Indicator · 23.30 – Transition Services Goals in IEP Indicator · 23.31 – Student IEP Participation Indicator · 23.32 – Agency Representative IEP Participation Code · EOY 4 certified data, not reflected in an aggregate report, but viewable in 16.14 – Students with Disabilities Plan Student List (EOY 4) APR: · To calculate API 13 – Secondary Transition Monitoring: · To monitor whether SWD ages 16-22 have required transition goals
PSTS · 17.11 – Education Program Participation Type Code · 17.12 – Postsecondary Status Code Note: Student must have specified valid Student School Completion Status or Student Exit Category in prior Academic Year EOY 4 LEA and SELPA Reports · 17.3 – Postsecondary Survey Outcome for SWDs – Count (EOY 4) · 17.4 – Postsecondary Status – Student List APR: · To calculate API 14 – Post-School Outcomes
SINC · 18.15 – Statutory Offense Indicator · 18.17 – Removal to Interim Alternative Setting Reason Code SOFF · 20.14 – Student Offense Code · 20.15 – Weapon Category Code EOY 3 LEA and SELPA Reports · 7.16 – Incident Restraint, Seclusion, and Removals for Students with Disabilities – Count · 7.17 – Unilateral Removals for Students with Disabilities – Count · 7.18 – Incident Removals for Students with Disabilities – Student List ED*Facts*: (FS005) · To provide number of SWD, ages 3 – 21, · Removed to an interim alternative setting by School Personnel or Hearing Officer · Removed by School Personnel due to drugs, weapons, offenses of serious bodily injury
SINC · 18.13 – Incident ID Local SIRS · 19.13 – Incident ID Local · 19.14 – Incident Result Code · 19.16 – Incident Result Duration Days EOY 3 LEA and SELPA Reports · 7.16 – Incident Restraint, Seclusion, and Removals for Students with Disabilities – Count · 7.18 – Incident Removals for Students with Disabilities – Student List ED*Facts*: (FS006) · To provide the cumulative number of days that SWD were suspended or expelled (less than or equal to 10 days, greater than 10 days)
SINC · 18.15 – Statutory Offense Indicator · 18.17 – Removal to Interim Alternative Setting Reason Code SOFF · 20.14 – Student Offense Code · 20.15 – Weapon Category Code EOY 3 LEA and SELPA Reports · 7.16 – Incident Restraint, Seclusion, and Removals for Students with Disabilities – Count · 7.17 – Unilateral Removals for Students with Disabilities – Count · 7.18 – Incident Removals for Students with Disabilities – Student List ED*Facts*: (FS007) · To provide the reasons SWD were unilaterally removed from their current educational placement to an interim alternative educational setting (due to drugs, weapons, serious bodily injury)
SINC · 18.13 – Incident ID Local SIRS · 19.13 – Incident ID Local · 19.14 – Incident Result Code (Code Set Name: Student Incident Result) · 19.16 – Incident Result Duration Days EOY 3 LEA and SELPA Reports · 7.16 – Incident Restraint, Seclusion, and Removals for Students with Disabilities – Count · 7.18 – Incident Removals for Students with Disabilities – Student List ED*Facts*: (FS088) · To provide the cumulative number of days SWD were removed from their current education setting (1 day or less, 2 through 10 days, greater than 10 days)
SINC · 18.13 – Incident ID Local SIRS · 19.13 – Incident ID Local · 19.14 – Incident Result Code (Code Set Name: Student Incident Result) EOY 3 LEA and SELPA Reports · 7.16 – Incident Restraint, Seclusion, and Removals for Students with Disabilities – Count · 7.18 – Incident Removals for Students with Disabilities – Student List ED*Facts*: (FS143) · To determine the number of times SWD (ages 3 through 21) were subject to any kind of disciplinary removal
SINC · 18.13 – Incident ID Local · 18.16 – Student Instructional Support Indicator SIRS · 19.13 – Incident ID Local · 19.14 – Incident Result Code (Code Set Name: Student Incident Result) EOY 3 LEA and SELPA Reports · 7.16 – Incident Restraint, Seclusion, and Removals for Students with Disabilities – Count · 7.18 – Incident Removals for Students with Disabilities – Student List ED*Facts*: (FS144) · To determine the number of SWD who received educational services when removed from the regular school for disciplinary reasons
SENR · 1.25 – Enrollment Exit Date · 1.26 – Student Exit Reason Code · 1.27 – Student School Completion Status SWDS · 22.11 – Special Education Status Effective Start Date · 22.12 – Special Education Status Code · 22.13 – Non-Participation Reason Code EOY 4 LEA and SELPA Reports · 16.22 – Students with Disabilities Special Education Status and Non-Participation Reason Count (EOY 4) · 16.23 – Students with Disabilities Special Education Status and Non-Participation Reason Student List ( EOY 4) EOY 3 LEA Report · 1.22 – Graduates and Completers Count ED*Facts*: (FS009) To provide reasons why SWD left the special education program, such as: · Graduated with a regular high school diploma · Received a Special Education Certificate of Completion · Exited the special education program and moved to regular education · Reached the maximum age for SWD · Dropped out of school · Died
PLAN · 23.15 – Disability Code 1 SERV · 25.11 – Special Education Service Code · 25.12 – Special Education Service Provider Code* · 25.05 – Nonpublic Agency Identifier (NPA)* · 25.13 – Special Education Service Location Code* · 25.14 – Service Frequency Code* · 25.15 – Service Duration* *These fields are not included in the Report 16.16, but are used by CDE for monitoring Fall 1 LEA and SELPA Reports · 16.15 – Students with Disabilities – Student Services by Primary Disability ODS · Data from the CALPADS ODS provided to CDE’s FMTA team on a monthly basis Monitoring: · To monitor the special education services being provided
PLAN · 23.14 – Primary Residence Code · 23.33– Special Transportation Indicator · Data from CALAPDS ODS provided to Special Education Division · To supplement Targeted Intensive Reviews · For Adhoc reports
PLAN · 23.19 – Infant Regional Center Services Eligibility Indicator · Data from CALPADS ODS provided to Special Education Division · To corroborate shared reporting with Department of Development Services
PLAN · 23.10 – District of Special Education Accountability · DSEA Extracts · 16.14 – Students with Disabilities Plan Student List (EOY 4) · Report 16.21 – Students with Disabilities – Overdue Plan Review and Reevaluation Meetings Student List · To facilitate the ability of LEAs to ensure the accuracy of the District of Special Education Accountability (DSEA) in CALPADS
WBLR · 21.09 – Work-Based Learning Type Code There are two codes specific to SWD: o 60 – Transition Work-Based Experience o 65 – Transition Classroom- Based Work Exploration) EOY 1 LEA Report* · 18.1 – Work-Based Learning – Count · 18.2 – Work-Based Learning – Student List *These reports do not have to be approved by SELPAs · To include in the calculation of the College/Career Indicator on the California School Dashboard

Table 2: How EOY 4 SWD Data Are Used for Federal Purposes

These SWD Specific Data Elements… Are displayed in CALPADS Report… And Used for…
PLAN · 23.20 – Special Education Program Setting Code · 23.23 – General Education Participation Percentage Range Code Fall 1 LEA and SELPA Reports · 16.12 – Students with Disabilities – Education Plan by Primary Disability · 16.13 – Students with Disabilities – Count by Federal Setting · Fall 1 certified data, not reflected in an aggregate report, but viewable in 16.14 – Students with Disabilities – Plan Student List (Fall 1 – LEA) ED*Facts*: (FS002) · To report Census Day unduplicated count of SWD by ages 5 – 21, by primary disability and educational environment (setting) Monitoring: · To monitor Least Restrictive Environment
PLAN · 23.20 – Special Education Program Setting Code · 23.21 – Preschool Program Setting Service Location Code · 23.22 – Ten or More Weekly Hours in Setting Indicator Fall 1 LEA and SELPA Reports · 16.12 – Students with Disabilities – Education Plan by Primary Disability · 1613 – Students with Disabilities – Count by Federal Setting · Fall 1 certified data, not reflected in an aggregate report, but viewable in 16.14 –- Students with Disabilities – Plan Student List (Fall 1 – LEA) ED*Facts* (FS089): · To report Census Day unduplicated count of SWD by ages 3 – 5 and not in Kindergarten, by primary disability, and educational environment (setting)
PLAN · 23.15 – Disability Code 1 SERV · 25.11 – Special Education Service Code · 25.12 – Special Education Service Provider Code* · 25.05 – Nonpublic Agency Identifier (NPA)* · 25.13 – Special Education Service Location Code* · 25.14 – Service Frequency Code* · 25.15 – Service Duration* *These fields are not included in the Report 16.15, but are used by CDE for monitoring Fall 1 LEA and SELPA Reports · 16.15 Students with Disabilities – Student Services by Primary Disability ODS · Data from the CALPADS ODS provided to CDE’s FMTA team on a monthly basis Monitoring: · To monitor the special education services being provided
PLAN · 23.14 – Primary Residence Code · 23.33 – Special Transportation Indicator · Data from CALAPDS ODS provided to Special Education Division · To supplement Targeted Intensive Reviews · For Adhoc reports
PLAN · 23.19 – Infant Regional Center Services Eligibility Indicator · Data from CALPADS ODS provided to Special Education Division · To corroborate shared reporting with Department of Development Services
PLAN · 14.16 – District of Special Education Accountability · DSEA Extract · 16.14 – Students with Disabilities – Plan Student List (EOY 4) · Report 16.21 – Students with Disabilities – Overdue Plan Review and Reevaluation Meetings Student List · To facilitate the ability of LEAs to ensure the accuracy of the District of Special Education Accountability (DSEA) in CALPADS