Management Bulletin 24-08

Early Education Division

Subject: Data Collection for California State Preschool Programs Operated by a Local Educational Agency

Number: 24-08

Date: August 2024

Expires: Until rescinded or superseded by regulations

Authority: Assembly Bill 22 (Chapter 901, Statutes of 2022); California Education Code Section 60910; California Code of Regulations, Title 5, Section 17822

Attention: Executive Directors and Program Directors of Agencies with a California State Preschool Program contract

Purpose

This Management Bulletin (MB) notifies and provides guidance to California State Preschool Program (CSPP) contractors who provide CSPP services through a Local Educational Agency (LEA) regarding required data submission to the California Preschool Data Collection (CAPSDAC) Online Data System. This MB also provides guidance to non-LEA CSPP contractors as to how they may opt to collect the additional CAPSDAC data elements.

Policy

Pursuant to the requirements of California Education Code (EC) Section 60910, effective July 2024, LEA CSPP contractors, as defined below, are required to submit child, classroom, and staff data for all children enrolled in a CSPP as specified in the directive below.

The purpose of this directive is to collect all applicable data elements for LEA CSPP contractors that are collected for children in Transitional Kindergarten (TK), which, in combination with the data already collected through the California Longitudinal Pupil Achievement Data System (CALPADS), will provide longitudinal data for children enrolled in CSPP through grade 12.

For purposes of this MB, “Local educational agency” shall include a county office of education, a school district, or a charter school, as defined in EC Section 60900(k). A community college that operates a CSPP is not included in this definition of an LEA for purposes of submitting data to the CAPSDAC, and is not applicable to the guidance in this MB.

Directives for Implementation

Reporting CSPP Data

LEAs with a CSPP Contract

For LEA CSPP contractors, beginning with data collected for July 2024 and beyond, contractors are required to submit the CAPSDAC Monthly Data Submission for all classroom, staff, and child data. This submission will replace submission into the Preschool Language Information System (PLIS) Report and the CDD-801A Monthly Child Care Population Report within the Child Development Management Information System (CDMIS).

For LEAs, the final report submitted to the CDMIS for CSPP-enrolled children will be the June 2024 CDD-801A Report, and the final report submitted to the PLIS will be the 2023–24 Quarter 4 PLIS Report.

LEA CSPP contractors must continue to utilize the CDMIS to update agency information, including, but not limited to, the following:

• Site information updates (site name, site supervisor, and site address),
• Family Child Care Home (FCCH) Information,
• Program director information, and executive director information.

LEA CSPP contractors that are approved to serve CSPP-enrolled children in FCCHs through a Family Child Care Home Education Network (FCCHEN) must continue to submit the Subsidized Provider Report (SPR) monthly to the CDMIS.

For LEAs that subcontract with community-based organizations to serve children under the LEA’s CSPP contract, the LEA is responsible for ensuring all data for the subcontracted children are included in every CAPSDAC Monthly Data Submission. These LEAs must ensure a plan is developed to fulfill the CAPSDAC data submission requirements for the entire LEA, which includes subcontractor data.

Other Agencies with a CSPP Contract That Are Not LEAs

At this time, non-LEAs are encouraged, but not required, to collect the additional data elements required to be collected in the CAPSDAC. However, at this time, non-LEA reporting practices are unaffected by the CAPSDAC and non-LEA contractors are not required to submit additional information required for LEA contractors to the California Department of Education (CDE).

In the CDMIS, non-LEAs will continue to be responsible for submitting the monthly CDD-801A Report, updating agency information when changes within the agency occur, and submitting the monthly SPR if the non-LEA is approved to serve CSPP-enrolled children in FCCHs through a FCCHEN.

In addition to the CDMIS responsibilities, non-LEAs must continue to submit the quarterly PLIS Report to the PLIS, following the PLIS reporting schedule.

If a non-LEA holds a direct CSPP contract with CDE, and also receives a subcontract from an LEA to offer CSPP, the non-LEA must continue to report children funded with their direct CSPP contract into the CDMIS and PLIS, and work with the LEA they subcontract for to provide information necessary for CAPSDAC reporting.

California Preschool Data Collection (CAPSDAC) System Overview

Pursuant to the requirements of EC Section 60910, effective July 1, 2024, LEA CSPP contractors are required to begin collecting and compiling data elements for classroom, staff, and children for submission to the CAPSDAC. The CAPSDAC is an online data system for data collection from LEA CSPP contractors.

The CAPSDAC Monthly Data Submission must include the data for all children enrolled in CSPP each month, their classrooms, and the staff serving CSPP children. Contractors can find all data elements and their definitions in the CAPSDAC User Manual, Appendix A Data Definitions, available on the CAPSDAC Support web page at https://www.cde.ca.gov/sp/cd/ci/capsdacusermanual.asp.

The CAPSDAC Monthly Data Submission is comprised of three sections:

• Classroom
• Staff
• Child records

Agencies may submit their data through either CAPSDAC Manual Input or Edit, or through CAPSDAC Electronic File Transfer.

• CAPSDAC Manual Input or Edit: This method allows contractors to manually enter their data about each classroom, staff, and child by completing fields in the CAPSDAC.
  • Contractors choosing this method of submittal will log on to the CAPSDAC and enter information about each classroom within a specific CSPP site.
  • Once the classroom record is saved and established within the CAPSDAC, the user will then enter information about the staff, assigning them to each classroom within the site.
  • After all staff information is complete, the user will enter information about each CSPP child at the site and assign them to each classroom they were enrolled in for CSPP services.
  • The Manual Input or Edit method enables small CSPP contractors, who have limited number of classrooms, staff, and children, or who do not use a software vendor for data file generation to input and edit data manually.

• CAPSDAC Electronic File Transfer: This method allows contractors to transfer specifically formatted data files to the CAPSDAC via a secure upload process. For detailed instructions, please refer to the CAPSDAC User Manual Appendix B: Creating Electronic Files and Appendix C: Electronic File Format Specifications on the CAPSDAC User Manual and Appendices web page at https://www.cde.ca.gov/sp/cd/ci/capsdacusermanual.asp.
  • When using the electronic file transfer method, three separate files must be uploaded to the system in the following order, starting with the Classroom Records file first, followed by the Staff Records file, and then the Child Records file. The system will generate an error report within five minutes of upload if the file contains errors. This error report will list the first 100 file format or data quality errors contained in the file. If the file contains no errors, the file and its contents will successfully upload to the CAPSDAC and will be displayed on the CAPSDAC Dashboard.
  • The Electronic File Transfer method is typically used by larger contractors that use a software vendor, or are able to format their data and files in the manner specified for upload.

After successfully submitting the data, whether through the Manual Input or Edit or the Electronic File Transfer, users can download all records from the CAPSDAC into three formatted files: Classroom, Staff, and Child. These files conform to the CAPSDAC file specifications, and therefore, can be reuploaded after modifications for the next month’s data submission. Users can access these data files only for the current data submission and the prior month’s data submission; therefore, the CDE recommends utilizing the download records function every month to maintain a record of what data has been submitted to the CAPSDAC.

Child and Family Data Elements

Child and family data elements required for complete submission to the CAPSDAC can be found in both the updated Confidential Application for California State Preschool Program Form EED-9600 and the new Confidential Application for the California State Preschool Program EED-9600 Appendix. Both forms are available on the Preschool Services Forms web page at https://www.cde.ca.gov/sp/cd/ci/cddforms.asp. Although all required data elements must be collected, contractors are not specifically required to utilize these forms and can instead develop their own document(s) or incorporate CSPP requirements within their current process for collecting child and family information.

The complete list of data elements required in the CAPSDAC Monthly Data Submission can be found in the CAPSDAC User Manual Appendix A: Data Definitions, available on the CAPSDAC Support web page at https://www.cde.ca.gov/sp/cd/ci/capsdacsupportlanding.asp.

Timeline for Implementation and Important CAPSDAC Dates

Receiving Login Credentials

Prior to August 1, 2024, executive directors and program directors of LEAs with an active CSPP contract will receive an email with the CAPSDAC login credentials. These credentials will be distinct from the credentials used for the CDMIS and the PLIS. Once an LEA receives login credentials, the executive and program directors are responsible for creating additional CAPSDAC user accounts for all LEA staff who are identified to have access to the CAPSDAC for data submission purposes.

Following the creation of these initial CAPSDAC Accounts, it is the responsibility of the LEA to create and maintain all CAPSDAC accounts for their LEA. If there are new staff, including new Program or Executive Directors, the active LEAAdmin User for the agency is responsible for creating these new accounts. For staff that should no longer have access to the CAPSDAC, LEAAdmin Users are responsible for updating these account statuses to Inactive. Agencies must maintain at least one active LEAAdmin User at all times.

Important Dates

Each month, there are several phases for data submission:

• Official Submission Window: this is when contractors are able to input the data from the previous month into the CAPSDAC system.
• Certification Deadline: this is when contractors must certify the data inputted during the official submission window.
• Amendment Window: this is when contractors can adjust data if they realize changes are necessary after the certification deadline.
• Certification Lock Date: this is the last day any changes can be made to data submitted during the official submission window and is the last day of the amendment window.

Contractors must upload their CASPDAC Monthly Data Submission during the Official Submission Window and certify the data no later than the Certification Deadline. The Certification Deadline is the 15^th day of the month, unless it falls on a weekend or state-observed holiday, then the due date will be on the following business day.

After the Certification Deadline, if contractors determine there is a need to amend the data, they can do so during the Amendment Window. The Amendment Window will end on the Certification Lock Date on the last day of every month, even if this falls on a weekend or state-observed holiday. No additional changes can be made after the Certification Lock Date. This means that the contractor must make all amendments and re-certify the data no later than the Certification Lock Date or the contractor will not be able to complete their CAPSDAC Monthly Data Submission. Contractors can find the CAPSAC Monthly Data Submission schedule posted on the CDE web page at https://www.cde.ca.gov/sp/cd/ci/capsdacsubmissonschedule.asp.

For example, the July 2024 CAPSDAC Monthly Data Submission window will open on August 1, 2024, for LEAs to submit and certify their data for classrooms, staff, and children that are part of an LEA’s CSPP. The Certification Deadline for July 2024 data is August 15, 2024. Program Directors and Executive Directors of LEAs that do not certify their July 2024 Monthly Data Submission by this due date will receive a late notification on August 16, 2024. The Amendment Window will be from August 16–31, 2024 for amending the CAPSDAC Monthly Data Submission to ensure accuracy. The Certification Lock Date for the July 2024 CAPSDAC Monthly Data Submission is August 31, 2024 at 11:59 p.m.; after that time, no further edits or changes to certification can be made.

Note: In addition, LEA CSPP contractors must continue to use the CDMIS on an ongoing basis to maintain and update agency information, including information on CSPP sites. Agency information in the CDMIS will be used to identify which sites appear and can be selected in the CAPSDAC.

Failure to certify CAPSDAC Monthly Data Submissions prior to the Certification Lock Date may result in CSPP apportionments being withheld pursuant to California Code of Regulations, Title 5, Section 17822. If the CDE has reason to believe that CAPSDAC Monthly Data Submissions are consistently certified inaccurately or with falsified data, or if a contractor fails to submit any data for three consecutive months, the CDE may consider placing a contractor’s CSPP contract on conditional status until accurate submissions are received.

Background and Authority

Assembly Bill (AB) 22 (Chapter 901, Statutes of 2022) added EC Section 60910, which requires the CDE, by July 1, 2024, to collect the same data for staff in a LEA-based CSPP that is collected from staff in a TK through grade twelve (TK–12) classroom setting.

AB 22 also requires, by July 1, 2024 that CDE collect child data for each child enrolled in a CSPP operated by a LEA, including all applicable data elements that are collected for children in TK pursuant to EC Section 48000, which, in combination with the data collected pursuant to EC Section 60900, will provide longitudinal data for children enrolled in CSPP programs operated by LEAs through grade 12.

Resources

The CAPSDAC Support web page can be found on the CDE web page at https://www.cde.ca.gov/sp/cd/ci/capsdacsupportlanding.asp.

• This web page contains detailed user manuals and appendices for successful data submission, electronic file templates, submission schedules and important dates related to CAPSDAC submissions, frequently asked questions related to CAPSDAC, slides from CAPSDAC webinars, and a link to this MB.
• Additionally, any changes to CAPSDAC, such as system defect fixes or updates will also be posted on this support web page.

If you have any questions about the contents of this Management Bulletin or need additional information about the CAPSDAC or the CAPSDAC Monthly Data Submission, please email the CAPSDAC Support Team at capsdac@cde.ca.gov.

If you have programmatic questions related to this Management Bulletin, please contact your assigned Early Education Division (EED), Program Quality Implementation (PQI) office regional consultant. The EED, PQI regional consultant directory web page can be accessed at https://www.cde.ca.gov/sp/cd/ci/assignments.asp.

If you have fiscal questions about the information in this email, please contact your assigned CDE Early Education and Nutrition Fiscal Services (EENFS) fiscal analyst. The fiscal analyst directory can be accessed at the following link: https://www.cde.ca.gov/fg/aa/cd/faad.asp.

This Management Bulletin is mandatory only to the extent that it cites a specific statutory or regulatory requirement. Any portion of this Management Bulletin that is not supported by a specific statutory or regulatory requirement is not prescriptive pursuant to California Education Code Section 33308.5.