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Expanded Learning Programs (ELP) at A Glance

The Local Educational Agency Program (LEAP) is a new CALPADS data collection introduced to support Assembly Bill 1113 and capture student participation in Expanded Learning Programs (ELPs), including ELO-P, CCLC, ASSETS, and ASES, beginning in the 2025–26 school year. Unlike traditional school-based reporting through the SPRG file, the LEAP file collects student-level data at the LEA level to account for programs that operate outside of a student’s enrolled school or standard academic calendar. The file includes standard student identifiers along with a program code (194 – Expanded Learning Programs) and a measure of participation through reported program days, enabling the California Department of Education to better assess statewide access, enrollment, and engagement in expanded learning opportunities.

File Type and Submission

File Name: Local Educational Agency Program (LEAP)
Submission Level: LEA-level (not school-based)
Submission Window: End-of-Year (EOY)
Collection Type: Student-level, LEA-reported

Note

Unlike the Student Program (SPRG) file, the LEAP file is designed to capture program participation that may occur outside of a student’s enrolled school or outside the traditional school calendar. LEAs are not required to report a school of enrollment for LEAP records.

Student Eligibility

Students must be reported in the LEAP file if they meet the following criteria:

  • The student has a signed Expanded Learning Program registration form on file
  • The student is enrolled in any ELP program (ELO-P, ASES, CCLC/ASSETS)
  • The student has a valid Statewide Student Identifier (SSID)

Important:

  • Students must be reported regardless of actual attendance
  • Students who never attended must still be reported with 0 program days
  • LEAP records are not dependent on overlapping school enrollment dates

Key Data Elements

LEA Education Program Code (Field 26.08)

  • Code: 194 – Expanded Learning Programs
  • Identifies the student as enrolled in an Expanded Learning Program
  • Must be populated for all students with a signed registration form

Expanded Learning Program Days (Field 26.09)

  • Total number of days the student attended one or more ELPs during the Academic Year (July 1 – June 30)
  • Valid values: 0–300 (integer only)

Reporting Rules:

  • Report “0” if the student enrolled but did not attend
  • A “day” is counted if the student participates for any amount of time, including:
  • A few minutes in a day
  • Before and/or after school on the same day

Data Reporting Rules

  • LEAP records are LEA-managed, not school-managed
  • Records are not tied to program start/end dates
  • Data should reflect annual participation, not daily transactions
  • Duplicate reporting across programs or systems must be avoided
  • Report “0” if the student enrolled but did not attend
  • A “day” is counted if the student participates for any amount of time, including:
    • A few minutes in a day
    • Before and/or after school on the same day

Validations and Error Handling

LEAP submissions are subject to CALPADS validation rules, including:

  • Missing Enrollment (GERR0005-LEA): No valid enrollment for the SSID
  • Invalid LEA Participation: LEA not authorized to submit ELP data
  • Invalid Program Days: Must be an integer between 0 and 300
  • Orphan Records: No associated enrollment in the reporting LEA
  • Missing Submission (CERTXXX): LEA expected to report but submitted no LEAP records

Warning

LEAs participating in ELO-P, ASES, or CCLC programs must submit LEAP data or will receive fatal certification errors.

Certification Reports

Aggregate Report: 19.1 – Expanded Learning Program Participants – Count

Displays: - Total number of ELP participants
- Total number of ELP participation days

Supporting Report: 19.2 – Expanded Learning Program Participants – Student List

Displays: - SSID and student name
- Local student ID
- Gender and race/ethnicity
- Grade level
- Total ELP program days

ELP Checklist

Here is a useful checklist LEAs may use to ensure proper collection of ELP data.

ELP Checklist
1. Governance & Coordination
- [ ] Identify who is responsible for Expanded Learning data at the LEA (program staff vs. CALPADS/SIS staff).
- [ ] Confirm how Expanded Learning attendance and participation data are collected (SIS vs. third-party vendor).
- [ ] Establish a regular coordination process between Expanded Learning staff and CALPADS staff.
- [ ] Confirm vendor roles and responsibilities if a third-party system is used as the system of record.

2. Program Eligibility & Scope Validation
- [ ] Confirm which Expanded Learning programs are offered (e.g., ELO-P, ASES, 21st CCLC, ASSETS).
- [ ] Verify student eligibility based on program rules (e.g., grade span, enrollment).
- [ ] Ensure State Preschool students are excluded from CALPADS ELP reporting and instead reported through CAPSDAC, as directed by CDE guidance.
- [ ] Confirm that only eligible TK–12 students are included in CALPADS ELP submissions.

3. Data Readiness Before Submission
- [ ] Confirm students are actively enrolled in CALPADS with valid enrollment records.
- [ ] Verify student identifiers (SSID, CDS codes) match across systems.
- [ ] Ensure Expanded Learning participation records:
  - [ ] Are aligned to the correct school year
  - [ ] Use valid program codes
  - [ ] Reflect accurate start and end dates
- [ ] Validate that participation data is not duplicated across sites or programs.

4. File Preparation & Submission
- [ ] Confirm SIS or vendor supports the Expanded Learning (ELP) CALPADS file layout.
- [ ] Run local validation checks prior to upload.
- [ ] Submit Expanded Learning data during the appropriate CALPADS submission window.
- [ ] Address all fatal and warning errors returned by CALPADS before certification.

5. Post-Submission Data Review
- [ ] Review CALPADS Expanded Learning certification and validation reports.
- [ ] Confirm reported counts align with:
  - [ ] Program participation expectations
  - [ ] Local program rosters
  - [ ] Vendor-generated reports (if applicable)
- [ ] Investigate unexpected changes year over year (large increases/decreases).
- [ ] Reconcile CALPADS data with other required Expanded Learning reports submitted to CDE (e.g., CQI, outcome-based reports).

6. Certification & Sign-Off
- [ ] Confirm Expanded Learning data is complete and accurate before certification.
- [ ] Obtain sign-off from:
  - [ ] Expanded Learning program leadership
  - [ ] CALPADS administrator
- [ ] Retain documentation supporting data review and approval.

7. Ongoing Monitoring & Support
- [ ] Monitor CALPADS Update Flashes and Digests for Expanded Learning changes, including new collections and clarifications.
- [ ] Track known issues or FAQs related to Expanded Learning reporting.
- [ ] Submit questions or issues to CALPADS Support when guidance is unclear.
- [ ] Prepare program and CALPADS staff for future reporting changes.