CALPADS Communications Archive

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Contents of this page:

• CALPADS Updates (FLASHES) – Archive
• Letters to Superintendents – Archive
• Other Correspondence – Archive

CALPADS Updates (FLASHES) – Archive

The archived CALPADS Update FLASHES listed below include abbreviated descriptions of the contents of each FLASH memo.

2022–2023 Academic Year (Flash numbers 226 thru 255)

These update flashes cover the period from July 1, 2022 thru June 30, 2023.
Listed with the most recent on top.

• CALPADS Update Flash #255(Dated 07-Jun-2023)
  Topics include: Local Educational Agency (LEA) End-of-Year (EOY) rollover activities to conduct prior to June 30, 2023. EOY and ad hoc deadline reminders.
• CALPADS Update Flash #254(Dated 06-Jun-2023)
  Topics include: National School Lunch Program Meal Application and Alternative Income Form Requirements.
  CALPADS Update Flash #253(Dated 17-May-2023)
  Topics include: Reminder to Update CALPADS for Summer Pandemic Electronic Benefit Transfer Program 4.0 by May 22, 2023.
• CALPADS Update Flash #252(Dated 12-May-2023)
  Topics include: Consolidated Application and Reporting System (CARS) Opens May 19, 2023.
• CALPADS Update Flash #251(Dated 05-May-2023)
  Topics include: Armed Services Vocational Aptitude Battery Test (ASVAB) Reporting System Now Open.
• CALPADS Update Flash #250(Dated 03-May-2023)
  Topics include: 2022−23 Pandemic Electronic Benefit Transfer Program.
• CALPADS Update Flash #249(Dated 18-Apr-2023)
  Topics include: 2022−23 End-of-Year (EOY) Updates.
• CALPADS Update Flash #248(Dated 16-Feb-2023)
  Topics include: Preschool Student Course enrollment and Staff Assignment NOT Expected (SCSE0128); SCSE0139F2 - Missing Course Section Record.
• CALPADS Update Flash #247(Dated 10-Feb-2023)
  Topics include: Short-Term Solution for Issues with SCSE0139F2 − Missing Course Section Record.
• CALPADS Update Flash #246(29-Dec-2022)
  Topics include: Special Education (SPED) Related Certification Validation Rules Returned to Fatal Errors.
• CALPADS Update Flash #245(Dated 15-Dec-2022)
  Topics include: 2021−22 Socio-Economically Disadvantaged Counts.
• CALPADS Update Flash #244(Dated 30-Nov-2022)
  Topics include: Special Education Validations to Become Warnings from November 30 through December 20.
• CALPADS Update Flash #243(Dated 31-Oct-2022)
  Topics include: First Group of Certification Data Discrepancies Enabled Tuesday, November 1.
• CALPADS Update Flash #242(Dated 26-Oct-2022)
  Topics include: Extension of Deadline for Families to Submit National School Lunch Program Applications or Alternative Income Forms for Inclusion in Unduplicated Pupil Count.
• CALPADS Update Flash #241(Dated 04-Oct-2022)
  Topics include: 2022−23 Fall Submissions; Best Practices to Meet Deadlines; Update: Statewide Student Identifier (SSID) Matching Tool and Multiple Identifier (MID) Functionalitty.
• CALPADS Update Flash #240(Dated 03-Oct-2022)
  Topics include: 2022−23 Fall 1 and 2 Changes.
• CALPADS Update Flash #239(Dated 28-Sep-2022)
  Topics include: Independent Study Attendance Collection (ISAC) Reporting Reminder and Deadline Extension.
• CALPADS Update Flash #238(Dated 16-Sep-2022)
  Topics include: Submission to the Independent Study Attendance Collection (ISAC) Reporting System.
• CALPADS Update Flash #237(Dated 13-Sep-2022)
  Topics include: End-of-Year (EOY) Deadline Reminder.
• CALPADS Update Flash #236(Dated 06-Sep-2022)
  Topics include: End-of-Year (EOY) Deadline Extension.
• CALPADS Update Flash #235(Dated 26-Aug-2022)
  Topics include: Data Submission for 2021−22 Pandemic Electronic Benefit Transfer (P-EBT).
• CALPADS Update Flash #234(Dated 16-Aug-2022)
  Topics include: End-of-Year (EOY) Deadline Extension; Status of Remaining Defects.
• CALPADS Update Flash #233(Dated 10-Aug-2022)
  Topics include: Statewide Student Identifier (SSID) Matching Tool Now Available.
• CALPADS Update Flash #232(Dated 02-Aug-2022)
  Topics include: Approval Functionality Enabled for End-of-Year Submissions.
• CALPADS Update Flash #231(Dated 01-Aug-2022)
  Topics include: Statewide Student Identifier (SSID) Matching Tool; SSID Matching Criteria and Match Scoring.
• CALPADS Update Flash #230(Dated 25-Jul-2022)
  Topics include: Certification Data Discrepancy (CDD) update; CDDs that local educational agencies can work on.
• CALPADS Update Flash #229(Dated 25-Jul-2022)
  Topics include: Work-based learning data; Work-based Learning File (WBLR).
• CALPADS Update Flash #228(Dated 18-Jul-2022)
  Topics include: Transitional Kindergarten (TK); credentialing requirements in TK; 2022−23 TK reporting in CALPADS.
• CALPADS Update Flash #227(Dated 12-Jul-2022)
  Topics include: Certification data discrepancy (CDD) update; strategy for addressing CDDs.
• CALPADS Update Flash #226(Dated 05-Jul-2022)
  Topics include: Certification data discrepancies (CDDs); upcoming training; known issues regarding CDDs that appear to be over-triggering.

2021–2022 Academic Year (Flash numbers 209 thru 225)

These update flashes cover the period from July 1, 2021 thru June 30, 2022.
Listed with the most recent on top.

• CALPADS Update Flash #225 (Dated 29-Jun-2022)
  Topics include: Reminder of End-of-Year roll-over activities; preparing for direct certification counts during July and August.
• CALPADS Update Flash #224 (Dated 16-Jun-2022)
  Topics include: Post Process Redevelopment Project; changes to submitting the Student Enrollment (SENR) file.
• CALPADS Update Flash #223 (Dated 06-Jun-2022)
  Topics include: 2021−22 End-of-Year submission; 2022−23 submissions; planned 2023−23 changes moving to 2023−24.
• CALPADS Update Flash #222 (Dated 02-Jun-2022)
  Topics include: 2021−22 End-of-Year submission.
• CALPADS Update Flash #221 (Dated 08-Apr-2022)
  Topics include: Post Process Redevelopment Project; project objectives and required changes; highlighted changes.
• CALPADS Update Flash #220 (Dated 25-Mar-2022)
  Topics include: National School Lunch Program Meal Application and Alternative Income Form Requirements for 2022−23.
• CALPADS Update Flash #219 (Revised 29-Mar-2022)
  Topics include: Reclassifying and reporting Reclassified Fluent English Proficient (RFEP) students; assessing students for English Language Acquisition Status (ELAS) during the summer.
• CALPADS Update Flash #218 (Dated 18-Feb-2022)
  Topics include: Updated guidance on the use of the generic Statewide Educator Identifier (SEID) of 9999999999.
• CALPADS Update Flash #217 (Dated 04-Jan-2022)
  Topics include: Change to Certification Validation Rule CERT146; reminder that Special Education (SPED) related Certification Validation Rules will return to fatal errors.
• CALPADS Update Flash #216 (Dated 21-Dec-2021)
  Topics include: Special Education (SPED) related certification validation rules will return to fatal errors.
• CALPADS Update Flash #215 (Dated 13-Dec-2021)
  Topics include: All Special Education (SPED) related fatal Certification Validation Rules (CVRs) will temporarily become warnings.
• CALPADS Update Flash #214 (Dated 22-Oct-2021)
  Topics include: Special education guidance.
• CALPADS Update Flash #213 (Dated 28-Sep-2021)
  Topics include: Fall 1 Submission, Roll Over, Codes, and File Specification Changes
• CALPADS Update Flash #212 (Dated 07-Sep-2021)
  Topics include: Fall 1 training now open; announcement of new quarterly regional meetings.
• CALPADS Update Flash #211 (Dated 09-Aug-2021)
  Topics include: Information on Summer Pandemic Electronic Benefit Transfer (P-EBT).
• CALPADS Update Flash #210 (Dated 22-Jul-2021)
  Topics include: Guidance for Testing Students with the 2020−21 Summative English Language Proficiency Assessments for California (ELPAC) and California Assessment of Student Performance and Progress (CAASPP) in July 2021.
• CALPADS Update Flash #209 (Dated 21-Jul-2021)
  Topics include: Guidance for exiting secondary students per Assembly Bill (AB) AB-104; process to follow to submit data to CALPADS.

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2020–21 Academic Year (Flash numbers 183 thru 208)

These update flashes cover the period from July 1, 2020 thru June 30, 2021.
Listed with the most recent on top.

• CALPADS Update Flash #208 (Dated 28-Jun-2021)
  Topics include: Guidance for updating records for students who are Reclassified Fluent English Proficient; retirement of two English Language Acquisition Correction Reason Codes.
• CALPADS Update Flash #207 (Dated 03-Jun-2021)
  Topics include: Guidance for Special Education data submission; use of Infant (IN) and Toddler (TD) grade levels for students with disabilities.
• CALPADS Update Flash #206 (Dated 25-May-2021)
  Topics include: Pandemic-Electronic Benefit Transfer Program update.
• CALPADS Update Flash #205 (Dated 20-Apr-2021)
  Topics include: End-of-Year (EOY) reminders; roll-out of Work-Based Learning (WBLR) submission functionality; graduation rates; graduate and completer counts.
• CALPADS Update Flash #204 (Dated 16-Apr-2021)
  Topics include: New Armed Services Vocational Aptitude Battery (ASVAB) reporting system; training offered on April 28; ASVAB reporting collection window.
  • Visit the Common Questions regarding the ASVAB Test and Armed Forces Qualification Test (AFQT) for answers to commonly asked questions about these tests.
• CALPADS Update Flash #203 (Dated 22-Mar-2021)
  Topics include: Reporting Postsecondary Status File in End-of-Year (EOY) 4 for Special Education in 2020–21.
• CALPADS Update Flash #202 (Dated 24-Feb-2021)
  Topics include: Guidance on retroactive granting of high school diplomas authorized by Assembly Bill (AB) 1350; AB 1350 and impact of Graduation Rate.
• CALPADS Update Flash #201 (Dated 05-Feb-2021)
  Topics include: 2020−21 Fall 2 Submission of Course Data for Assignment Monitoring.
• CALPADS Update Flash #200 (Dated 01-Feb-2021)
  Topics include: 2020–21 Pandemic-Electronic Benefits Transfer (EBT) Program.
• CALPADS Update Flash #199 (Dated 08-Jan-2021)
  Topics include: 2020–21 Fall 1 Amendment Window now open; 2020–21 Fall 2 updates; Fall 2 training; Bridge accounts.
• CALPADS Update FLASH #198 (Dated 22-Dec-2020)
  Topics include: Special education errors returned to fatal.
• CALPADS Update FLASH #197 (Dated 11-Dec-2020)
  Topics include: Adjustments for initial Fall 1 certification; it's important for New Charter Schools and Growth Funding applicants to approve Fall 1 Submission by Dec.18.
• CALPADS Update FLASH #196 (Dated 04-Dec-2020)
  Topics include: Streamlining postsecondary status data collection through CALPADS.
• CALPADS Update FLASH #195 (Dated 19-Nov-2020)
  Topics include: Resolving Certification Error #132 (CERT132).
• CALPADS Update FLASH #194 (Dated 17-Nov-2020)
  Topics include: Fall 1 deadline reminder; guidance re: 2020–21 collecting Federal Reduced-Price Meal (FRPM) eligibility data for Local Control Funding Formula (LCFF) purposes; functionality for the submission of student testing settings will not be implemented in 2021–22.
• CALPADS Update FLASH #193 (Dated 13-Nov-2020)
  Topics include: Special education guidance and changes.
• CALPADS Update FLASH #192 (Dated 26-Oct-2020)
  Topics include: 2020–21 Changes to English Learner count; New Education Program Code added for English Learners; 2020–21 National School Lunch Program (NSLP) Application Requirements.
• CALPADS Update FLASH #191 (Dated 23-Sep-2020)
  Topics include: Topics include: Major changes included in the 2020–21 rollover release; Major changes to the 2020–21 Fall 1 Submission; Fall 2 change related to the use of the generic Statewide Educator Identifier (SEID) of "9999999999."
• CALPADS Update FLASH #190 (Dated 15-Sep-2020)
  Topics include: 2020–21 roll over; CALPADS training for all users; October CALPADS Information Meeting (CIM) registration information.
• CALPADS Update FLASH #189 (Dated 03-Sep-2020)
  Topics include: Important English Language Acquisition Status Updates.
• CALPADS Update FLASH #188 (Dated 27-Aug-2020)
  Topics include: End-of-Year (EOY) submission deadline updates; update on defect resolution.
• CALPADS Update FLASH #187 (Dated 18-Aug-2020)
  Topics include: Guidance for populating Student Absence Summary and Course Section files in 2020–21.
• CALPADS Update FLASH #186 (Dated 13-Aug-2020)
  Topics include: New education program for 2020–21: Tribal Foster Youth. Education Program Code 193 added to CALPADS.
• CALPADS Update FLASH #185 (Dated 10-Aug-2020)
  Topics include: Senate Bill (SB) 98 highlights; Novel Coronavirus Disease 2019 (“COVID-19”)-related frequently asked questions (FAQs); 2020–21 submission guidelines; anomaly percentage threshold for Fall 1.
• CALPADS Update FLASH #184 (Dated 27-Jul-2020)
  Topics include: 2020–21 Work-Based Learning data; preparing for submitting the Work-Based Learning (WBLR) File in 2020–21 EOY 1; Work-Based Learning codes for Students with disabilities (SWD).
• CALPADS Update FLASH #183 (Dated 02-Jul-2020)
  Topics include: Reporting Career Technical Education (CTE) concentrators; Work-Based Learning Indicator Data for Students with disabilities (SWD) from the special education data systems (SEDS); statewide student identifiers (SSIDs) for SWD going from Part C to Part B Program; Special Education (SPED) file/exit reasons.

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2019–20 Academic Year (Flash numbers 157 thru 182)

These update flashes cover the period from July 1, 2019 thru June 30, 2020.
Listed with the most recent on top.

• CALPADS Update FLASH #182 (Dated 19-Jun-2020)
  Topics include: Important Reminders Before Certifying Homeless Data in CALPADS Reports 5.4 and 5.5, Reminder of LEA End-of-Year Roll Over Activities, Preparing for Direct Certification Counts During July and August.
• CALPADS Update FLASH #181 (Dated 16-Jun-2020)
  Topics include: EOY 4 and Special Education data issues, EOY 4 CERT140 and CERT142, EOY 4 CERT160 changes; other EOY updates.
• CALPADS Update FLASH #180 (Dated 05-Jun-2020)
  Topics include: COVID-19 related updates.
• CALPADS Update FLASH #179 (Dated 18-May-2020)
  Topics include: 2020–21 process for submitting ELAS and IFEP; 2020–21 and 2021–22 process for submitting student test settings.
• CALPADS Update FLASH #178 (Dated 15-May-2020)
  Topics include: 2019–20 End-of-Year submissions.
• CALPADS Update FLASH #177 (Dated 13-May-2020)
  Topics include: Updating CALPADS critical for students to receive benefits under pandemic-EBT; charter school reporting method.
• CALPADS Update FLASH #176 (Dated 04-May-2020)
  Topics include: Input and Certification Validation Errors for End-of-Year 4 - Special Education.
• CALPADS Update FLASH #175 (Dated 14-Apr-2020)
  Topics include: Frequently asked questions related to COVID-19 and CALPADS data collection.
• CALPADS Update FLASH #174 (Dated 01-Apr-2020)
  Topics include: Name and definition changes for work-based learning indicator fields on the Special Education (SPED) file for 2019–20 reporting.
• CALPADS Update FLASH #173 (Dated 30-Mar-2020)
  Topics include: COVID-19 guidance and resources; preliminary approval of testing and accountability waivers for 2019–20.
• CALPADS Update FLASH #172 (Dated 16-Mar-2020)
  Topics include: Window for changing charter school reporting status moved to May and will be conducted online; charter school reporting for SWD data.
• CALPADS Update FLASH #171 (Dated 13-Mar-2020)
  Topics include: Upcoming CALPADS Information Meeting (CIM) on April 7,2020; attendee/registration info and agenda.
• CALPADS Update FLASH #170 (Dated 11-Mar-2020)
  Topics include: Fall 2 deadline approaching; supporting Report 2.14 – Language Instruction Program - Count available 2020–21; middle school core course vs middle school core setting.
• CALPADS Update FLASH #169 (Dated 29-Jan-2020)
  Topics include: Disabling of the Student Discipline (SDIS) file on Feb. 25, 2020; CTE data survey template for 2018–19 CTE completers.
• CALPADS Update FLASH #168 (Dated 17-Dec-2019)
  Topics include: Important Reminder to update the Student English Language Acquisition Status (ELAS) in CALPADS Prior to Summative Testing for the ELPAC.
• CALPADS Update FLASH #167 (Revised 21-Oct-2022)
  Topics include: When to use an Individualized Family Service Plan (IFSP), Individualized Education Program (IEP), or an Individualized Service Plan (ISP).
• CALPADS Update FLASH #166 (Dated 06-Dec-2019)
  Topics include: Exiting students from the special education program versus exiting students from a school; IEP requirements for students with disabilities transferring into a district.
• CALPADS Update FLASH #165 (Dated 22-Nov-2019)
  Topics include: 2019–20 Fall 1 submission requirements modification; viewing Fall 1 SPED certification errors.
• CALPADS Update FLASH #164 (Dated 05-Nov-2019)
  Topics include: New Postsecondary Status (PSTS) file; reporting postsecondary status for career technical education (CTE).
• CALPADS Update FLASH #163 (Dated 25-Sep-2019)
  Topics include: Reporting multilingual and English learner programs; reporting English learner services.
• CALPADS Update FLASH #162 (Dated 25-Sep-2019)
  Topics include: Information regarding the upcoming October 8, 2019 CALPADS Information Meeting (CIM).
• CALPADS Update FLASH #161 (Dated 10-Sep-2019)
  Topics include: Special Education data reporting and monitoring; determining LEA and DSEA responsibility for reporting SWD data; enrolling/exiting SWD in CALPADS; CALPADS user roles; addressing data discrepancies in local SIS and SEDS; charter school reporting of special education data.
  Additionally, please refer to the common scenarios for Reporting Data for Students with Disabilities.
• CALPADS Update FLASH #160 (Dated 15-Aug-2019)
  Topics include: Reviewing District of Special Education Accountability field for accuracy; reviewing DSEA and updating in CALPADS.
• CALPADS Update FLASH #159 (Dated 31-Jul-2019)
  Topics include: Collection of data on the use of restraint and seclusion for all students.
• CALPADS Update FLASH #158 (Dated 30-Jul-2019)
  Topics include: Guidance for changing a student’s gender in CALPADS, and guidance for changing a student’s legal name in CALPADS.
• CALPADS Update FLASH #157 (Dated 22-Jul-2019)
  Topics include: Options for testing students and using results of Initial ELPAC during summer; guidance re: entering successful pre-apprenticeship programs in CALPADS.

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Letters to Superintendents – Archive

2022–23 Academic Year – Letters

• Incident Data Collection from Nonpublic Nonsectarian Certified Schools in the California Longitudinal Pupil Achievement Data System(Dated 13-Jun-2023)
  Letter sent toCounty and District Superintendents, Charter School Administrators, Special Education Local Plan Area Directors, Administrators of County Offices of Education, Nonpublic School Administrators, and Local Educational Agency Special Education Directorsregarding incident data reporting for nonpublic nonsectarian certified (NPS) schools in the California Longitudinal Pupil Achievement Data System (CALPADS).
• 2022-23 End-of-Year (EOY) Submissions(Dated 12-Apr-2023)
  Letter sent to county and district superintendents and charter school administrators regarding EOY submissions, including information about deadlines, and advising local educational agencies toplan ahead, asthere will be no extensions to the EOY submission deadline.
• Fall 2022-23 Submissions(Dated 10-Oct-2022)
  Letter sent to county and district superintendents and charter school administrators regarding fall data submissions.
• CALPADS Update and Support(Dated 29-Jul-2022)
  Letter sent to county and district superintendents and charter school administrators regarding recent technical changes to CALPADS to increase system performance.

2021–22 Academic Year – Letters

• CALPADS Update and Support (Dated 20-May-2022)
  Letter sent to county and district superintendents and charter school administrators regarding recent technical updates to CALPADS.
• 2021–22 Data Collections: CALPADS Update Letter (Dated 22-Apr-2022)
  Letter sent to county and district superintendents and charter school administrators regarding the roll-out of a CALPADS upgrade and the impact to the systems and local educational agencies (LEAs).
• 2021–22 Data Collections: Annual Back-to-School Letter (Dated 10-Sep-2021)
  Letter sent to county and district superintendents, charter school administrators, and Special Education Local Plan Area (SELPA) directors, regarding data collection kickoff and changes for 2021−22.

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2020–21 Academic Year – Letters

• 2021–22 Guidance for Using the National School Lunch Program Application or the Alternative Household Income Form to Collect Data Used for Funding Allocations and P-EBT Eligibility (Dated 01-Jun-2021)
  Letter sent to county and district superintendents and charter school administrators, with copies sent to chief business officers, food service directors, and CALPADS administrators.
• 2020−21 Mid-Year Data Collection Update: Steps for Ensuring Quality Data for High Stakes Purposes (Dated 21-Apr-2021)
  Letter sent to county and district superintendents and charter school administrators, with copies sent to CALPADS administrators.
• 2020–21 Requirements for Collecting Free and Reduced-Price Meal Eligibility Data Used to Determine Supplemental and Concentration Grant Funding (Dated 17-Nov-2020)
  Letter sent to county and district superintendents and charter school administrators, with copies sent to chief business officials, food service directors, and CALPADS administrators.
• 2020–21 Data Collections: Annual Back-to-School Letter (Dated 10-Aug-2020)
  Letter sent to county and district superintendents, charter school administrators, and Special Education Local Plan Area (SELPA) directors.

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Other Correspondence – Archive

• Reporting Data for Students with Disabilities (Revised 26-Apr-2024)
  Originally published on October 10, 2019. As discussed in CALPADS Update FLASH #161 dated September 10, 2019, this page provides common scenarios for determining which LEA is responsible for reporting SWD data, and which LEA will be held accountable on the Dashboard.

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