EOY Reporting Roadmap

(Updated as of 06/29/2021)


This primer will provide you the necessary tools in navigating through the CALPADS system and the different End of Year reporting requirements for which you are expected to comply with. This page will continually be updated with new content as needed.

EOY Calendar

CALPADS Snapshot Collection Windows and Certification Deadlines

CALPADS Submission Reporting Period Primary Data Submitted Official Submission Window Certification Deadline Amendment Window
EOY* 1 7/1/2020 to 6/30/2021
  • Course Completion for Grades 7–12
  • CTE Participants,  Completers
  • Work-Based Learning for Grades 9-12
May 10, 2021 to
July 30, 2021
July 30, 2021
 July 31, 2021 to
August 27, 2021
EOY 2 7/1/2020 to 6/30/2021
  • Program Eligibility/Participation
May 10, 2021 to
July 30, 2021
July 30, 2021
 July 31, 2021 to
August 27, 2021
EOY 3 7/1/2020 to 6/30/2021
  • Student Incident
  • Cumulative Enrollment
  • Student Absence Summary
  • Homeless Students
  • RFEP
  • Graduates and Completers
May 10, 2021 to
July 30, 2021
July 30, 2021
 July 31, 2021 to
August 27, 2021
EOY 4 7/1/2020 to 6/30/2021
  • Special Education
  • PSTS for SWD
 May 10, 2021 to
July 30, 2021		 July 30, 2021 July 31, 2021 to
August 27, 2021

Adjusted Cohort Graduation Rate (ACGR)

Collection Primary Data Collected Cohort Reports Become Available Data Pulled from ODS
ODS
  • Data Used to Develop the 4-year Adjusted Cohort Graduation Rate (ACGR)
 April 11, 2020:
Cohort Reports become Available in CALPADS		 August 27, 2021:
Data are Pulled from ODS

 


EOY Submission Checklist

This form provides detailed list of EOY related data requirements and key responsibilities to facilitate the a smooth EOY certification. It contains multiple tabs that includes the checklist and list of certification reports. LEAs may download the spreadsheet, assign staff responsibilities and send it to the field.

Download Checklist(Updated as of 4/27/2021)


CALPADS Communications

The following are CALPADS Flash communications relevant to EOY submission.

Flash 208 Topics include: Guidance for updating records for students who are Reclassified Fluent English Proficient; retirement of two English Language Acquisition Correction Reason Codes.

Flash 207 Topics include: Guidance for Special Education data submission; use of Infant (IN) and Toddler (TD) grade levels for students with disabilities.

Flash 205 Topics include: End-of-Year (EOY) reminders; roll-out of Work-Based Learning (WBLR) submission functionality; graduation rates; graduate and completer counts.

Flash 203 - Topics include: Reporting Postsecondary Status File in End-of-Year 4 for Special Education in 2020–21

Flash 187 - Topics include: Guidance for populating Student Absence Summary and Course Section files in 2020–21.

Flash 185 - Topics include: SB 98 highlights; COVID-19-related FAQs; 2020–21 submission guidelines

Flash 184 - Topics include: 2020–21 Work-Based Learning data; preparing for submitting the WBLR File in 2020–21 EOY 1; Work-Based Learning codes for SWD.

Flash 183 - Topics include: Reporting CTE concentrators; Work-Based Learning Indicator Data for SWD from the SEDS; SSIDs for SWD going from Part C to Part B Program; SPED file/exit reasons.


A series of Frequently Asked Questions (FAQs) related to changes due to COVID-19 have recently been posted on the CDE’s Web Site. The FAQs that may be of interest include:

New additions to CALPADS

Below are new features added to CALPADS that you should be aware of.

Work-Based Learning File

  • This file format is used to submit work-based learning completion information about a student. The LEA is required to submit work-based learning completion information in any grades 9-12.

Future 4-year Cohort Outcome

  • Allow a user to select a future cohort year. (Report 15.1 and 15.2)

  • Will run 4 separate cohort years at a time.

  • Users can see their cohorts earlier and will be able to verify their first-time 9th grade records sooner. 

  • Will be accessible continuously throughout the whole year

Supporting Reports Extract

  • An LEA may request a Supporting Reports Extract file as an alternative to specific Snapshot Reports. Please note that EOY report roles must be assigned to access a specific EOY submission report

Reminders

The Direct Certification extract and Foster Youth data for AY 20-19-2020 will be purged from the system after 6/30/2021. We recommend you download the data for reference.

Download the Direct Certification Extract before 6/30/2021
Run and download the Foster Youth Reports before 6/30/2021


Submission Strategies

Things to consider prior to submitting and certifying EOY:

  • Personal considerations

    • What is your easiest file to submit?
    • How much is your workload?
    • Do you have other staff to rely on?
    • When is your summer break/vacation?

  • Local factors

    • Availability of school site staff and district personnel, internal deadlines

  • Priority of data submitted

    • Perkins funding data, Public data statistics, Cohort results

  • Potential reporting milestones

    • When is your district's last day of new enrollments?
    • When are final grades available?
    • When is last day of school?

  • CALPADS Deadlines

    • Benefits and consequences of meeting the initial
    • EOY deadline and amendment window deadline

EOY Order of Approval and Certification

The CDE suggests that LEAs certify the EOY submissions order of 2, 1, 4 then 3 for the following reasons:

  • EOY 2 is a straightforward and most of the data certified should have already been updated in CALPADS.

  • EOY 1, although grades for the last semester or quarter may still be pending, prior semester or quarter grades may now be submitted through the SCSC together with the CRSC records. By doing so, certification may be done sooner than later.

  • EOY 4 should be submitted and certified next because as LEAs submit special education records they identify enrollment updates they need to make before certifying cumulative enrollment counts in EOY 3

  • Lastly EOY 3, LEAs need to ensure that all enrollment/exit updates have been made, incident and absence summary data can be submitted with the end of the school year rollover.


What files should LEAs submit for EOY 1?

Note: Files must be submitted and posted in the sequence listed above. Also, users should be aware of the default file upload processing method employed by each file.

What classes should be reported for EOY l?

LEAs must submit information on courses that students have completed during the academic year (7/1/2020 to 6/30/2021). Courses in departmentalized classroom settings in grades 7–12 are expected. This includes:

  • CTE Courses (7000 - 8999)
  • Regular classes in the 9000 range
  • College courses

Who are the students you should report with a Student Course Completion?

You would include all Student Course Completiont (SCSC) records of students in departmentalized courses who have completed their said courses during the academic year (7/1/2020 to 6/30/2021)

Work-Based Learning Measures

This page provides definitions and details on current work-based learning measures in the CCI that have been approved by the SBE. It also reviews new measures that are currently being considered for potential inclusion in the CCI.

Who are the students you should report with a Student Career Technical Education record?

You only report SCTE records for students who are CTE Pathway Completers for this current academic year. SCTE records will now require the academic year value and so ONLY CTE Pathway completers for 2020-21 must be reported with a SCTE record.

What files should LEAs submit for EOY 2?

Programs expected to be submitted

Code

Program

Type

122

Title I Part A Basic Targeted

Federal

174

Title I Part A Neglected

Federal

192

Armed Forces Family Member

Federal

101

504 Accommodation Plan

State

108

Opportunity Program

State

113

California Partnership Academy

State

162

Pregnant or Parenting Programs (formerly Cal-SAFE)

State

185

Transitional Kindergarten

State


EOY 2 Important Reminder

CARS certification must be done early. Certified status for each school under the LEA will affect the CALPADS expected schools table in relation to who are and are not required to submit Title I Targeted program data.

Below are recommended steps in ensuring CARS and EOY2 certification are accomplished without any delays.

  1. Run Report 5.1 certified in EOY 2 2019-2020.
  2. Determine who is responsible for Title I funding/ CARS in your LEA. Work with your CARS person to verify each schools’ current designation.
  3. CARS person must accurately certify CARS flagging each school as either Schoolwide or not
  4. Report Program 122 records of eligible students of Title I Part A Targeted schools in CALPADS. Schoolwide schools automatically count all enrolled students and so does not require any SPRG records.
  5. Run Snapshot 5.1 for EOY 2 2020-21.
  6. Confirm counts for Targeted and Schoolwide schools.

Title I, Part A Schoolwide Program Resource

This is the main resource regarding Title I, Part A Schoolwide Program.

Title I, Part A Targeted Assistance School Program Resource

This is the main resource regarding Title I, Part A Schoolwide Program.

What files should LEAs submit for EOY 3?

EOY 3 Reminders

  • Incident files must be submitted and posted in the sequence listed above. Also, users should be aware of the default file upload processing method employed by each file.

  • Student enrollment must only be closed out at the end of the academic year. If students are estill testing (CAASPP or ELPAC), it is important that the SENR record be left open.


When to submit an Incident record

LEAs are expected to report Incident records for the following:

(1) Incidents involving violations of Education Code Sections 48900 and 48915 even if they did not result in suspension or expulsion and;

(2) Incidents resulting in the use of behavioral restraints and seclusion even if they were not a result of a violation of Education Code Sections 48900 and 48915

For additional , please refer to the following

Incident Reporting Reminders

Users should be aware of some nuances when reporting Incident Data.

  1. Incident Records can be submitted through Batch upload or manual posting at the Incident data page. However, a user cannot submit using a combination of both process for the same incident. If a user decides to upload a SINC file for an incident, then the SIRS and SOFF must be reported through batch as well. If a user decides to manually add an incident online, then the corresponding SIRS and SOFF section can be added in the same transaction.

  2. When Submitting through batch upload, the sequence of submission and posting should be in the order listed below. Each file must contain all reportable incidents and all have zero errors before moving on to the next file.

    1. SINC
    2. SIRS
    3. SOFF

  3. Although there are 3 distinct file types, users will not be able to see the Incident result information in both Student Details (Incident Results) and Incident Data section until both the SINC and SIRS record are posted.

  4. All 3 files use Replacement Processing

    • Records are processed based on the operational key. Records may be replaced using transaction types of “” (empty string), or “ “ (space), or “R” (Replace) all of which cause invoke the same system behavior. Submitted data are processed using the operational key to identify which records will be processed. For batch, all the records in CALPADS with the same operational key are deleted even if only one record with that operational key was submitted and all newly submitted records in the submission with the same operational key or any other operational key are added. For online maintenance, individual records in CALPADS with the same primary key are deleted and replaced.

The table below depicts the processing type and operational key for the various CALPADS record types.

Record Type Processing Type Operational Key
Student Incident Replacement Processing School of Attendance, Academic Year ID, Incident Local ID
Student Incident Result Replacement Processing School of Attendance, Academic Year ID, Incident Local ID
Student Offense Replacement Processing School of Attendance, Academic Year ID, Incident Local ID

Incident Training Resource for NPS

Student Discipline NPS Reporting 2019-2020 Webinar
NPS Student Incident Guide


What files should LEAs submit for EOY 4?

Note: All EOY 4 files will come from the Special Education System and sent to CALPADS through API. Except for the PSTS file, all files must be submitted and posted in the sequence listed above. Also, you should be aware of the default file upload processing method employed by each file.

LEA must also maintain updated student enrollment and demographic information.

EOY Learning Resources

Generic placeholder imageCSIS Channel

Includes self-paced training presentations, weekly Q & A recordings as well as recordings of other CALPADS related events.

Show me »

Generic placeholder imageBridge LMS

CALPADS Learning contains required self-paced classes, course programs and access to register for live training classes.

Show me »

Generic placeholder imageTraining Resource

FCMAT/CSIS website stores valuable tools and training resources which LEAs may download and use as reference for CALPADS work.

Show me »

Generic placeholder imageCDE CALPADS Page

The CA Department of Education's portal to all CALPADS resources, department communications, and access to other education-related agencies.

Show me »


CALPADS System Documents

The following documents provide additional information regarding the operation and data submission requirements in relation to Fall 2.

CALPADS File Specifications

This document provides detailed information about the input files that are used to batch load data into CALPADS.

CALPADS File SpecificationsForm

This spreadsheet provides detailed information about the input file requirements that are used to batch load data into CALPADS.

CALPADS Error List

This document contains descriptions for each error generated when submitting data to CALPADS. It also provide suggested resolutions.

CALPADS Data Guide

The CALPADS Data Guide provides information for LEAs regarding the data to be submitted to CALPADS. Information in the guide includes guidelines regarding how LEAs should prepare for each submission, as well as information regarding how given data are used.

CALPADS Code Sets

This document contains the current code values referenced in the file specifications for the coded value data elements. CALPADS course codes (formerly CBEDS course codes) are included in this document (see the "Course Group State" code set).

Retired Course Code Mapping for 2019-20

This document contains a list of state course codes and non-classroom based assignment codes that were retired at the end of 2018-19 and their recommended replacements for the 2019-20 year.

CALPADS Valid Code Combinations

This document lists codes that can only be used in specific combinations in CALPADS.

Where to get Support

ConApp Support:

For CONAPP questions in relation to Title I Part A Schoolwide and Targeted Assistance school designation:

ConApp Support Desk | conappsupport@cde.ca.gov | 916-319-0297

CALPADS Support

FCMAT/CSIS Services

  • FCMAT/CSIS Online Support Form Click Here
  • Email: support@fcmat.org
  • Voicemail for FCMAT/CSIS Support: (916) 325-9210

Listservs