CAPSDAC Update #3

To: Local Educational Agency (LEA) Representatives

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

Date: October 16, 2024

Subject: CAPSDAC Update #3

Child Record File Management: New Download Option

The CAPSDAC support team has identified an issue affecting some contractors when attempting to copy forward their monthly CAPSDAC data submissions. This problem occurs when the previous submission period includes records for children with an active "End Date." Users attempting to copy forward such records will encounter the following error message: "End Date of Enrollment cannot be outside of this Data Submission Period."

To address this, the CAPSDAC Development team has introduced a new download option in the "File Downloads" section of the Upload Child Records page. The new option, titled "This LEA's most recent previous Data Submission Period (Month-Year) Child records (excluding disenrolled children)," allows users to download a filtered version of their previous month's child records. This version excludes children who disenrolled during the prior submission period, ensuring a smooth copy forward process.

Home & Mailing Address Zip Code Update

The CAPSDAC support team is aware of rare instances where agencies are unable to obtain the full 9-digit zip code for families and children residing in rural areas that do not use the zip code extension. To address this, we’ve updated the validation rules for both the Home and Mailing Address Zip Code fields in the Child’s Address Information section.

The system now accepts both the standard five-digit zip code (XXXXX) and the full 9-digit zip code (XXXXX-XXXX). However, we still require all contractors to provide the full zip code with the extension whenever available. If the extension is not available, the five-digit zip code will be accepted.