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Reporting Data for Students with Disabilities

Common scenarios for determining which LEA is responsible for reporting SWD data, and which LEA will be held accountable on the Dashboard.

Reporting Data in CALPADS for Students with Disabilities

The following table provides the common scenarios for determining which local educational agency (LEA) is responsible for reporting students with disabilities (SWD) data, and which LEA will be held accountable on the Dashboard.

Revised April 26, 2024

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A

Student Grade Level

 B

Scenario #

 C

Scenarios (LEA means District or County Office of Education)

 D

If the District of Geographic Residence is…

 E

And the student attends school and receives the majority of educational instruction from…

 F

And the student receives all or some related special education services from…

 G

Which LEAs in columns E & F provide the majority of educational instruction, or if no educational instruction is provided, which LEAs in columns E & F provide the majority of related special education services...

 H

Then, the District of Special Education Accountability should be:

 I

And the Reporting LEA (previously referred to as the District of Service) should be:

 J

And the Reporting LEA should enroll the student using Enrollment Status Code…

 K

And the Reporting LEA should enroll the student in school…

 L

Notes/Comments
Infant and Toddler 1 Student is an infant or toddler and is referred to and receiving services through a local educational agency.
 LEA A
 N/A
 LEA A
 LEA A
 LEA A
 LEA A
 Non-average daily attendance (ADA) (50) If the LEA A has a specific school code designated for these students, then use that school code; otherwise use the county-district code of the county office of education (COE).
 N/A
Infant and Toddler 2 Student is an infant or toddler and has a solely low incidence disability and is receiving services through the Early Start program which is administered by LEA B not in the student's district of geographic residence (LEA A).
LEA A
 N/A
 LEA B
 LEA B
LEA A
 LEA B
 Non-ADA (50) If LEA B has a specific school code designated for these students, then use that school code; otherwise use the county-district code of LEA B.
 N/A
Infant and Toddler 3 Student is an infant or toddler dually served by a regional center and a local educational agency in which they live (LEA A). Student is receiving services through the local educational agency (LEA A) and the regional center.
 LEA A
 N/A
 LEA A
 LEA A
 LEA A
 LEA A
 Non-ADA (50) If LEA A has a specific school code designated for these students, then use that school code; otherwise use the county-district code of LEA A.
 In this scenario where a regional center and a district or COE are both providing services, the regional center (DDS) is not responsible for submitting any data for these students, and the COE or district is responsible for submitting data.
Preschool (3-5 not in TK or KN) 4 Student is a preschool-age student and lives and attends preschool on an Individualized Education Program (IEP) in LEA A which is providing the majority of instructional services, and another LEA B is providing special education services only.
 LEA A
 LEA A
 LEA B
 LEA A
 LEA A
 LEA A
 Primary (10) If LEA A has a specific preschool code designated for these students, then use that school code; otherwise use the county-district code of LEA A.
 The COE is a service provider only, and therefore is not responsible for reporting any data.
Preschool (3-5 not in TK or KN) 5 Student is a preschool-age student on an IEP and lives in LEA A and is not attending a district-run preschool program but is receiving special education services through LEA A.
 LEA A
 N/A
 LEA A
 LEA A
 LEA A
 LEA A
 Primary (10) If LEA A has a specific preschool school code designated for these students, then use that school code; otherwise use county-district code of LEA A.
N/A
Preschool (3-5 not in TK or KN) 6 Student is a preschool-age student on an IEP who lives in LEA A and is not attending a district-run preschool program, and is receiving special education services only through another local educational agency (LEA B).
 LEA A
 N/A
 LEA B
 LEA B
LEA A
 LEA B
 Primary (10) If the LEA B has a specific preschool code designated for these students, then use that school code; otherwise use the county-district code of the LEA B.
 N/A
Preschool (3-5 not in TK or KN) 7 Student is a preschool-age student on an IEP who lives in LEA A, is receiving instruction through a preschool program run by LEA A, and is receiving special education services only through LEA B.
 LEA A
 LEA A
 LEA B
 LEA A
 LEA A
 LEA A
 Primary (10) If LEA A has a specific preschool school code designated for these students, then use that school code; otherwise use county-district code of LEA A.
 LEA B is a service provider only and therefore is not responsible for reporting any data.
Preschool (3-5 not in TK or KN) 8 Student is a preschool-age student on an IEP who lives in LEA A, is receiving instruction through a non-LEA-affiliated preschool program (e.g., Headstart Program run by the YMCA) located in, but not administered by LEA A, and is receiving special education services only through LEA B.
 LEA A
 Non-LEA-affiliated Preschool
 LEA B
 LEA B (see notes)
 LEA A
 LEA B
 Primary (10) If LEA B has a specific preschool school code designated for these students, then use that school code; otherwise use county-district code of LEA B.
 Because the preschool program has no affiliation with a public school district, the state preschool has no reporting responsibility.
K–12 (5 [TK or KN] thru 22) 9 Student is a K-12 student whose District of Geographic Residence (LEA A) refers the student through the IEP process to LEA B, and LEA B provides instruction and services to the student.
 LEA A
 LEA B
 LEA B
 LEA B
 LEA A
 LEA B
 Primary (10) School of attendance in LEA B.
 N/A
K–12 (5 [TK or KN] thru 22) 10 Student is a K-12 student, who is not a ward of the court, whose district of geographic residence is LEA A, is referred to a COE program by probation or School Attendance Review Board (SARB).
 LEA A
 COE
 COE
 COE
 LEA A
 COE
 Primary (10) School of attendance at the COE.
 N/A
K–12 (5 [TK or KN] thru 22) 11 Student is a K-12 student who resides in a juvenile hall and attends a court school, or attends a county community school and is referred to a County of Education (COE) program pursuant to California Education Code Section 1981.
LEA A
 COE
 COE
 COE
 COE
 COE
 Primary (10) Juvenile court or county community school code.
 N/A
K–12 (5 [TK or KN] thru 22) 12 Student is a K-12 student who transfers from their district of geographic residence, LEA A, on an Interdistrict Transfer (pursuant to Education Code 63600) to another LEA (LEA B).
 LEA A
 LEA B
 LEA B
 LEA B
 LEA B
 LEA B
 Primary (10) School of attendance in LEA B.
 N/A
K–12 (5 [TK or KN] thru 22) 13 Student is a K-12 student who lives and attends school in LEA A which is providing the majority of instructional services, and the LEA B is providing special education services only.
 LEA A
 LEA A
 LEA B
 LEA A
 LEA A
 LEA A
 Primary (10) School of attendance in LEA A.
 The LEA B is a service provider only, and therefore is not responsible for reporting any data.
K–12 (5 [TK or KN] thru 22) 14 Student is a K-12 student who lives and is attending a private school located within LEA A and is receiving services through an Individualized Service Plan (ISP).
 LEA A
 Private school in LEA A
 LEA A
 LEA A
 LEA A
 LEA A
 Non-ADA (50) Private school group code 0000002
 In the scenario where the student attends a private school for the majority of their educational instruction, the district providing the special education services is the Reporting LEA.
K–12 (5 [TK or KN] thru 22) 15 Student is a K-12 student who is attending a private school that is not located within the geographic boundaries of the school district in which they live (LEA A) and is receiving services through an ISP from LEA B.
LEA A
 Private school in LEA B
 LEA B
 LEA B
 LEA B
 LEA B
 Non-ADA (50) Private school group code 0000002
 In the scenario where the student attends a private school for the majority of their educational instruction, the district providing the special education services is the Reporting LEA.

Parent may additionally request that the District of Geographic Residence conduct an evaluation for services.
K–12 (5 [TK or KN] thru 22) 16 Student is a K-12 student who attends and receives all instruction and services from a charter that is a charter LEA for special education purposes, however, the student lives in the geographical boundaries of LEA A.
 LEA A
 Charter school
 Charter school
 Charter school
 Charter school
 Charter school
 Primary (10) Charter school code
 Charter LEAs for special education purposes must ALWAYS be independently reporting charters in CALPADS.
K–12 (5 [TK or KN] thru 22) 17 Student is a K-12 student whose district of geographic residence is LEA A, attends a charter school that is not a charter LEA for special education purposes and has elected to report independently (IRC) in CALPADS. The student receives special education services only from the authorizing district (LEA A).
 LEA A
 Charter school
 LEA A
 Charter school
 LEA A
 Charter school if charter is an independently reporting charter.
 Primary (10) Charter school code
 N/A
K–12 (5 [TK or KN] thru 22) 18 Student is a K-12 student who attends a charter school that is not a charter LEA for special education purposes and reports CALPADS data through its authorizer. The student receives special education services from the authorizing district (LEA A).
 LEA A
 Charter school
 Charter school
 Charter school
 LEA A
 LEA A if the charter reports with its authorizer.
 Primary (10) Charter school code
 The District of Special Education Accountability would be the authorizing district, because the charter school is not an LEA for special education purposes.
K–12 (5 [TK or KN] thru 22) 19 Student is a K-12 student who is receiving services solely through the Department of Developmental Services (DDS).
 LEA A
 DDS
 DDS
 DDS
 DDS
 DDS
 Primary (10) County-district code for DDS
 N/A
K–12 (5 [TK or KN] thru 22) 20 Student is a K-12 student, who is a ward of the court living in a licensed children's institution (LCI) that is located in a district (LEA B) other than where the student's parents live (LEA A), and attends a school and receives services in LEA B.
 LEA A
 LEA B
 LEA B
 LEA B
 LEA B
 LEA B
 Primary (10) School of attendance in LEA B
For students residing in LCIs, the district in which the LCI is located is the district responsible for reporting data and is held accountable.
K–12
(adult age)		 21 Student is 18–21 years of age, did not graduate in their initial cohort year, and is continuing pursuit of a high school diploma from the district in which they live (LEA A).
 LEA A
 LEA A
 LEA A
 LEA A
 LEA A
 LEA A
 Primary (10) If LEA A has a specific school code designated for these students (cannot be a school identified in the Public School Directory as an adult school), then use that school code; otherwise this should be the county-district code of LEA A.
 Students of adult age on IEPs are eligible for K-12 apportionment; therefore these students should be identified as 12th graders; however because they are continuing pursuit of a high school diploma, the Adult Age Students with Disabilities in Transition Indicator in the SENR field should be set to "N."
K–12
(adult age)		 22 Student is 18–21 years of age, did not graduate in their initial cohort year, is no longer in pursuit of a high school diploma but remains enrolled for the purposes of receiving special education transition services from the district in which they live (LEA A).
 LEA A
 LEA A
 LEA A
 LEA A
 LEA A
 LEA A
 Primary (10) If LEA A has a specific school code designated for these students (cannot be a school identified in the Public School Directory as an adult school), then use that school code; otherwise this should be the county-district code of LEA A.
 Students of adult age on IEPs are eligible for K-12 apportionment; therefore these students should be identified as 12th graders; however because they are no longer in pursuit of a high school diploma, the Adult Age Students with Disabilities in Transition Indicator in the SENR field should be set to "Y."
K–12
(adult age)		 23 Student is 18–21 years of age who is housed in an adult county jail and is receiving instruction and services while incarcerated. The student resides in LEA A.
 LEA A
 County Jail
 LEA A
 LEA A (see notes)
LEA A
 LEA A
 Primary (10) The student should be enrolled by the District of Geographic Residence at the district level.
 Students of adult age on IEPs are eligible for K-12 apportionment; therefore these students should be identified as 12th graders; if the student is continuing pursuit of a high school diploma, the Adult Age Students with Disabilities in Transition Indicator in the SENR field should be set to "N." If the student is no longer pursuing a high school diploma, the Adult Age Students with Disabilities in Transition Indicator field should be set to "Y."

Definitions

Reporting LEA

The district that provides the majority of educational instruction and may be providing some or all related special education services, unless the majority of educational instruction is provided by a private school or county jail or no educational instruction is being provided, in which case the Reporting LEA is the district providing the majority of special education services.

District of Special Education Accountability

The District of Special Education Accountability (DSEA) for a student with an IEP is defined to be either of the following:

  1. The district of GEOGRAPHIC residence, if any of the following conditions apply:
    1. The student’s parents or guardians reside in the same district in which the student is receiving special education instruction.
    2. The student is placed outside of his/her district of geographic residence through the IEP process.

or:

  1. A district OTHER THAN the district of geographic residence, if any of the following conditions apply:
    1. The student has a formal inter-district transfer agreement under Education Code 63600. In this case, the DSEA is the county/district code of the district to which the student has transferred.
    2. The student attends a charter school. In this case, the DSEA is the county/district code of the charter authorizer, or the school code of the charter school if the charter is acting as an LEA for special education purposes. 
    3. The student is a ward of the court and housed in a juvenile court, or attends a county community school. In this case, the DSEA is the county/district code of the COE serving the student while the student is incarcerated or enrolled in the county community school.
    4. The student is a ward of the court and housed in a licensed children’s institution (LCI). In this case, the DSEA is the county/district code of the district where the LCI is located.
    5. The student is housed in an adult county jail. In this case, the DSEA is the county/district code of the district where the student's parents reside.
    6. The student attends a private school that is not geographically located in the boundaries of the school district where the student lives and is on an individualized service plan (ISP). In this case, the DSEA is the county/district code of the district where the private school is located. Note: The student's parents may also request that the student be evaluated for services by the district in which they geographically reside.

For additional reference, here is a Microsoft Excel version of the above-cited information:

Reporting Data for Students with Disabilities - Common Scenarios (XLSX; Dated 26-Apr-2024)
Microsoft Excel version of the information presented on this page.

Questions:   CALPADS/CBEDS/CDS Operations Office | calpads@cde.ca.gov | 916-324-6738
Last Reviewed: Friday, May 10, 2024