Dear County and District Superintendents and Charter School Administrators:

California Longitudinal Pupil Achievement Data System 2022−23 End-of-Year Submissions

The California Department of Education (CDE) would first like to congratulate local educational agencies (LEAs), particularly those staff involved in California Longitudinal Pupil Achievement Data System (CALPADS) submissions, for certifying their 2022−23 Fall 1 and Fall 2 submissions. This past fall was the first time these submissions were conducted using the new file submission process, and the CDE recognizes and appreciates the dedication of LEA staff to complete these submissions.

2022−23 End-of-Year Submission Deadlines

The 2022−23 End-of-Year (EOY) submission window opens on May 8, 2023. The certification deadline is July 28, 2023. LEAs are expected to approve their EOY 1 - 4 submissions by this deadline; Special Education Local Plan Areas (SELPAs) are strongly encouraged to approve the EOY 3 and 4 submissions by this date. LEAs and SELPAs must approve all EOY submissions by the final amendment deadline of August 25, 2023. Certified EOY data are used to calculate the accountability indicators on the California School Dashboard (Dashboard) and to determine LEAs and schools eligible for support. The EOY data are also used by recognition programs such as the California Distinguished Schools programs, to identify schools for recognition.

Plan Ahead – No Deadline Extensions

The Governor’s proposed budget sets forth in Education Code new deadlines to produce the Dashboard. For the current year, the proposal currently states that the CDE has until December 1, 2023 to process and publicly post these data. Accordingly, we urge LEAs to plan ahead, as there will be no extensions to the August 25, 2023 EOY deadline.

The CDE understands the critical importance of ensuring the system is fully available during the submission window and will work as quickly as possible to address any issues that arise during this time. The CDE has already adjusted all the EOY certification data discrepancy validations to only trigger on relevant school year data, which were the major cause of defects that arose during last year’s EOY submission.

It is important that LEAs start early and plan ahead for contingencies against disruptions to ensure that adequate time and resources are available to submit, review, and certify the EOY submissions successfully by the July 28, 2023 deadline.

Available Resources to Support 2022−23 EOY

The California School Information Services (CSIS) has opened registration for live EOY training sessions. In addition, recorded training sessions are currently available on the CSIS Training Channel on YouTube, which can be found at https://www.youtube.com/@CSISCALPADSTrainingChannel/playlists. All training is free, and new and experienced staff are strongly encouraged to attend the sessions geared toward their level.

During the last submissions, the CDE provided student information system (SIS) and special education data system (SEDS) vendors data on the validations that were most often triggering for their LEAs, so that they can support their LEAs in sending up cleaner data that will not trigger validations requiring arduous cleanup efforts prior to certification. The CDE continues to encourage SIS and SEDS vendors to support their LEAs in this manner, and LEAs should reach out to their system vendors for support.

In addition:

• The CDE will hold its next set of regional quarterly CALPADS meetings on May 2 and 3. All staff are encouraged to attend these sessions which will focus on the EOY submissions. Information on the CALPADS quarterly updates and a registration link can be found here: https://www.cde.ca.gov/ds/sp/cl/calupd.asp.
• CSIS continues to hold Q&A/Office Hours every Wednesday at 3:00 pm on Zoom. All LEAs are welcome to attend and ask any questions that they may have about EOY or other CALPADS related issues.

Finally, the Special Education Division staff will be conducting a special education-specific webinar for special education data coordinators and SELPA-level staff in late May for CALPADS EOY 3 (specifically, incident reporting for students with disabilities) and EOY 4 reporting. A date and specific registration information are expected to be announced at the end of April.

Thank you in advance for the efforts of your LEA in submitting quality and timely data to the CDE. Your ongoing support of staff, particularly Data Coordinators/LEA CALPADS Administrators and their staff, who through their work are playing a key role in so many critical functions, is absolutely critical. Should you have any questions about this letter, please contact the CALPADS/CBEDS/CDS Operations Office by phone at 916-324-6738 or by email at calpads@cde.ca.gov.

Sincerely,

Jerry Winkler, Director

Educational Data Management Division        

JW:pm

cc:
LEA CALPADS Administrators
Special Education Local Plan Area Directors