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CAPSDAC Update #1

Guidance for CAPSDAC Updates Post-July 2024 Release

To: Local Educational Agency (LEA) Representatives

From: California Department of Education (CDE) –
California Preschool Data Collection (CAPSDAC) Team

Date: September 3, 2024

Subject: CAPSDAC Update #1

Updates to Language Field Options

The following Language Field Option has been retired, and LEAs will no longer be able to use this code:

  • SGN - Sign Languages

The following four Language Field Options have been added:

  • ASE - American Sign Language
  • HSI - Home Signs
  • NSL - Non-American Sign Language
  • OFC - Other Forms of Communication

The Language Code table has been updated accordingly in the CAPSDAC Appendix A - Data Definitions (DOCX).

Aide Language Fields Now Optional for Classroom Records

The "Language(s) Used - Aide(s)" and "Language(s) Proficient - Aide(s)" fields in the CAPSDAC Classroom Records table are now optional, allowing flexibility for classrooms without an aide. Only classrooms that do not have any aides should leave these fields blank. If a classroom has at least one aide assigned, users must input the appropriate languages for both Aide Language fields. However, if you choose to enter information in one of these fields, you must also complete the corresponding field. For example, you cannot enter "English" in the "Language(s) Used - Aide(s)" field without also providing information in the "Language(s) Proficient - Aide(s)" field. This ensures that both language fields are consistently filled out when applicable.

Expanded Error Message List for Large CSV Files

The CAPSDAC error message list cap has been increased from 100 records to 1,000 records. This enhancement will benefit users who upload their CAPSDAC Monthly Data Submission comma-separated value (CSV) files with a significant number of errors. The expanded cap allows users to view and address a larger set of errors in a single upload, making it easier to identify and correct issues within their data submissions.

Updates to Permit/Credential Field Options

The following Staff Permit/Credential Field Option has been added:

  • 14 - FCCH Permit/Credential Unknown

Additionally, when selecting the "14 - FCCH Permit/Credential Unknown" option, the "SEID" field becomes optional, providing greater flexibility for users managing staff data where this information may be unavailable. The Permit/Credential Code table has been updated accordingly in the CAPSDAC Appendix A - Data Definitions (DOCX). This option should only be used for Staff that are assigned to Family Child Care Homes.

Encouraging Use of SSID from CALPADS

LEA Users are encouraged to use the child's Statewide Student Identifier (SSID) from the California Longitudinal Pupil Achievement Data System (CALPADS) when submitting data to CAPSDAC. If a child has been issued an SSID, agencies are encouraged to use this SSID as their local Child ID. This practice helps ensure consistency and accuracy in data reporting across systems, facilitating better tracking and support for children's educational progress.

Questions:   CAPSDAC Support | CAPSDAC@cde.ca.gov
Last Reviewed: Tuesday, September 3, 2024
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