CAPSDAC FAQs

California Preschool Data Collection (CAPSDAC) System for the California State Preschool Program FAQs

General
System Access
Data Collection
Data Submission Frequency
Data Certification
CAPSDAC Submission – Staff
CAPSDAC Submission – Child

General

1. What does the acronym CAPSDAC stand for?

   The acronym CAPSDAC stands for California Preschool Data Collection.

2. Which California State Preschool Program (CSPP) contractors are required to submit data to the CAPSDAC?

   The California State Preschool Program (CSPP) contractors that are required to submit child and family, staff, and classroom data to the CAPSDAC System, CAPSDAC Users, per Education Code (EC) 60910 are Local Educational Agencies (LEAs) defined by EC 60900 as a county office of education, a school district, and a charter school.

3. When will the transition to submitting data to the CAPSDAC occur?

   CAPSDAC users will begin submitting their July 2024 data to the CAPSDAC in August 2024. All reports prior to July 2024 will continue to be submitted to Child Development Management Information System (CDMIS) and Preschool Language Information System (PLIS).

4. We operate both a CSPP and a California Department of Social Services (CDSS) Child Care and Development Program. Will we report the children enrolled in the CDSS program into the CAPSDAC as well?

   No, only children enrolled in a CSPP will be reported into the CAPSDAC. Programs that are managed by the CDSS will continue to report their children to the Child Development Management Information System (CDMIS).

5. Where will Non-CAPSDAC users submit their data for the July 2024 reporting period?

   Non-CAPSDAC users will continue to use both the Child Development Management Information System (CDMIS) and Preschool Language Information System (PLIS) to fulfill the California Department of Education’s reporting requirements.

6. Will we be responsible for reporting classroom, staff, and child records associated with preschool sites subcontracted by a Community-Based Organization under our agencies CSPP contract?

   Yes, contracted agencies are responsible for completing the monthly CAPSDAC data submission for CSPP classrooms, staff, and children for all sites that the agency contracts; this is inclusive of Community-Based Organization (CBO) preschools sites and family childcare homes subcontracted with the agency.

7. Does the California Department of Education (CDE) plan to consolidate these different data systems (Child Development Management Information System [CDMIS], Preschool Language Information System [PLIS], and CAPSDAC) so that contractors only need to report to one place?

   Yes, the long-term goal is to have one system for reporting child, staff, and classroom data, and the transition to CAPSDAC is a first step towards that goal.
   
   Please keep in mind that your California Preschool Accounting Reporting Information System (CPARIS) reporting is not affected by the launch of CAPSDAC; reporting to CPARIS should continue as usual.

8. What kind of training will be available for CAPSDAC and how do we access it?

   The CAPSDAC Support Team is committed to providing comprehensive training and support to CAPSDAC users. We will provide a detailed user manual that covers various aspects of the system, including navigation, user account management, manual record uploads, and electronic file data submissions. In addition to the user manual, we have published resources such as the CAPSDAC Data Submission Schedule, Comma Separated Values (CSV) Electronic Templates, and Webinar Slide Decks for reference and guidance. These resources are accessible on the CAPSDAC Support web page. Additionally, we will also conduct technical assistance webinars to demonstrate how users can submit their data effectively, while sharing best practices along the way. Furthermore, our team will actively monitor the CAPSDAC Inbox to address any questions or concerns, ensuring a smooth and efficient data submission process for everyone involved.

9. Will our Student Information Systems (SIS) be updated for the monthly CAPSDAC data submission?

   Each CAPSDAC user needs to reach out directly to their software vendors to discuss the transition of reporting CSPP data to the CAPSDAC. We have been in constant communication with known software vendors and provided them with access to our webinars and posted resources. It is essential for each agency to ensure that their specific software vendor is aware of and prepared for the transition to CAPSDAC. This will facilitate a smooth and successful implementation process.

10. Will CAPSDAC users be able to copy their records forward from one month to the next?

    Yes, CAPSDAC users will have the ability to easily "Copy Forward" their records from one month to the next by downloading an electronic file copy of a previous month, and reuploading this file to the current submission period. This feature streamlines data entry and reduces duplicate effort, ensuring efficient data management within the system.

11. In what order should CAPSDAC users enter records into CAPSDAC?

    CAPSDAC users are advised to enter records into CAPSDAC in the following order: Classroom, Staff, and then Child. This sequence ensures proper data organization and alignment with the system's architecture.

12. What if a child is dual enrolled in CSPP and Transitional Kindergarten (TK)?

    If a child is dual enrolled in California State Preschool Program (CSPP) and TK, please follow all reporting requirements for each program type.

System Access

1. Will we lose access to the CDMIS once CAPSDAC is officially launched?

   No, you will still need to access CDMIS to make changes to your agency information, and to submit a Subsidized Provider Report (SPR), if applicable.

2. Will we lose access to the PLIS once CAPSDAC is officially launched?

   Yes, CAPSDAC users will lose access to the PLIS on October 1st, 2024, once the Quarter 4 PLIS report for Fiscal Year (FY) 2023–24 has been officially locked.

3. Will I automatically get access to CAPSDAC if I have a CDMIS and/or PLIS account?

   No, access to CAPSDAC is not automatically granted to all users with a CDMIS and/or PLIS account. Only Program Directors and Executive Directors will automatically receive access to CAPSDAC and will be assigned the "LEA Admin" role. LEA Admin users can create CAPSDAC accounts for other users within their agency as needed.

4. Am I allowed to share my CAPSDAC user account with colleagues who work in my LEA?

   No, CAPSDAC users are not allowed to share accounts. Each user who needs access to the system must have an account created for them by the LEA Admin. Sharing accounts is prohibited to ensure data security and accountability, and it is specified in the CAPSDAC users’ data security and accountability terms and agreements that a user must read and agree to before entering the system.

Data Collection

1. What data is collected in CAPSDAC?

   Pursuant to Education Code (EC) Section 60910, enacted through Assembly Bill 22 in 2022, the California Department of Education (CDE) is required to collect the applicable data elements for children enrolled in LEA-operated CSPPs as they are collected for children enrolled in Transitional Kindergarten (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 state preschool programs operated by local educational agencies (LEAs) through grade 12 (TK-12). The statute also requires the CDE to collect the same data for CSPP educators as it is collected for TK−12 educators. For reference on the longitudinal data currently collected for TK−12, please refer to the California Longitudinal Pupil Achievement Data System (CALPADS). Current data fields to be collected for CAPSDAC 1.0 can be found in Appendix C in the CAPSDAC User Manual. This and other resources are on the CAPSDAC Support web page.

2. Should we use the same Family Identification Case Number (FICN) for children within a family that are enrolled in both CDE and CDSS program types?

   Yes, contractors are advised to use the same FICN for all children within a family, regardless of the program type.

3. How does CAPSDAC accommodate sensitive staff data that our Human Resource department manages for California Longitudinal Pupil Achievement Data System (CALPADS) reporting?

   CAPSDAC follows a similar approach to CALPADS by allowing the contracted agency to designate authorized staff members with access to the system. This enables contractors to maintain confidentiality and meet their data security requirements.

4. Why is the CAPSDAC requesting demographic data for staff?

   Pursuant to Education Code (EC) Section 60910 the California Department of Education (CDE). The CDE is required to collect the same data for California State Preschool Program (CSPP) educators as are collected for TK−12 educators. For reference on longitudinal data currently collected for TK−12, please refer to the California Longitudinal Pupil Achievement Data System (CALPADS) web page.

5. Are all the data fields listed in the CAPSDAC Classroom, Staff, and Child Records required?

   No. The data fields vary from being required, optional, and semi-optional. Please refer to the CAPSDAC User Manual Appendix A: Data Definitions for further details.

6. Why does the CAPSDAC monthly data submission have three separate files? (Classroom, Staff, and Child Records)

   Education Code 60910 requires the California Department of Education (CDE) to collect the same data that the K−12 education setting has collected in the California Longitudinal Pupil Achievement Data System (CALPADS), which includes, child, staff, classrooms, attendance, education programs, suspension, expulsion, and more. CAPSDAC 1.0 will only have three files. In CAPSDAC 2.0, we will add more files to fully implement the new reporting requirements.

Data Submisson Frequency

1. When is the CAPSDAC data submission due?

   The CAPSDAC data submission is required monthly, with the certification deadline typically on the 15th of the month. For example, the July 2024 data submission must be certified by August 15, 2024. Certification deadlines that fall on weekends or state-celebrated holidays will fall on the next business day. For more information, please review the CAPSDAC Data Submission Schedule web page.

2. When will the CAPSDAC data submission month be locked?

   The CAPSDAC data submission will be automatically locked on the last day of the month following the end of the submission period. For example, the last day that a user can make any edits for the July 2024 data submission is August 31, 2024. This lock schedule will not make any exceptions if the last day of the month falls on a weekend or state holiday. After this date, contracted agencies will not be able to make any edits to their submission.

3. Why does the CAPSDAC Certification Deadline fall on the 15th of each month? What is the purpose of the shorter locking time?

   The CAPSDAC certification deadline is set on the 15th of each month to allow sufficient time for technical assistance and issue resolution before the data submission period fully locks at the end of the month.

4. How can we prepare to meet the certification deadline effectively?

   Contracted agencies can prepare by reviewing data submissions thoroughly, addressing any discrepancies or errors promptly, and seeking assistance from CAPSDAC support services, if needed. Agencies are also encouraged to communicate frequently with all of their sites about their data to ensure all submitted data is accurate across the entire agency. It is also important to allocate sufficient time for data certification and validation before the deadline.

Data Certification

1. Will contracted agencies be required to certify their CAPSDAC data submission each month?

   Yes, CAPSDAC users are required to certify their data each month to formally attest to the accuracy and completeness of all classroom, staff, and child records. This certification process ensures data integrity and compliance with reporting standards.

2. What are the implications of data certification for contracted agencies?

   Data certification holds contractors accountable for the accuracy and completeness of their data submissions. It ensures that the reported information is reliable for program evaluation, funding allocation, and compliance with regulatory requirements. Failure to certify your CAPSDAC data may result in an apportionment withholding. Continuous failure to certify may result in the placement of the agency on a conditional contract status.

3. How often do contracted agencies need to certify their data?

   Contracted agencies are required to certify their data during or before the CAPSDAC certification deadline every month.

4. If my agency subcontracts to sites within another agency, will the subcontractor be responsible for certifying their data separately?

   No, the contracted agency is responsible for certifying the entire data set as a whole, inclusive of the California State Preschool Program (CSPP) children who are enrolled directly and indirectly through subcontracted services and/or services provided through a Family Child Care Home (FCCH) provider.

5. Who within my agency should be certifying our monthly data submission in CAPSDAC?

   It is recommended that the agency's Program Director or Executive Director be responsible for certifying the monthly submission. However, they can designate another staff member within the agency with the responsibility of certifying the data submission.

6. How should I report "No Services" for the CAPSDAC Monthly Data Submission if my agency did not operate CSPP services during a specific month?

   To report "No Services" for the CAPSDAC monthly data submission, leave the classroom, staff, and child record sections blank for that month. Then, proceed to certify the data submission period as usual. This action communicates to the California Department of Education (CDE) that your agency did not provide CSPP services during the specified data submission period.

CAPSDAC Submission – Staff

1. Which staff members within our agency should be included in our CAPSDAC monthly data submission?

   Teachers and aides who are funded by the California State Preschool Program (CSPP) must be included in the monthly CAPSDAC data submission. This means you should report staff members directly involved in CSPP classrooms and activities who receive their salaries or wages from CSPP funds. Staff members not funded by CSPP do not need to be included in this data submission.

2. Where can I find the California Statewide Educator Identifier (SEID) for staff within our agency?

   The SEID is typically accessed by the agencies human resource department through the California Commission on Teacher Credentialing (CTC) SEID Lookup Tool on the Educator Credentialing System (ECS) web page. You can find further information regarding the SEID on the CTC, California Statewide Educator Identifier (SEID) FAQs web page.

3. Can we use the staff’s Workforce Registry ID Number (WFR#) instead of the SEID for CAPSDAC reporting?

   No, the California Statewide Educator Identifier (SEID) and WFR# are distinct identifiers and cannot be used interchangeably. Please only submit the known SEID in the CAPSDAC SEID field.

CAPSDAC Submission – Child

1. Does the CAPSDAC system automatically generate a unique student ID for each student?

   No, CAPSDAC 1.0 does not have a unique ID. The contracted agency is responsible for developing and managing unique IDs for each child in the program at the local level.

2. Why is it necessary to add children to each classroom and site they are enrolled in during the data submission period?

   Children must be added to each classroom and site they are enrolled in to ensure accurate tracking of their enrollment and overall participation in educational programs. This includes situations where a child is enrolled in multiple classrooms and sites simultaneously.

3. What are the implications if children are not added to all relevant classrooms and sites?

   Failure to add children to all relevant classrooms and sites can result in non-compliance with state statutory requirements, leading to incomplete data and inaccuracies in records. This non-compliance can have significant consequences, including the withholding of funds by the California Department of Education (CDE). Furthermore, if a contracted agency consistently fails to meet these requirements, they may be placed on a conditional contract status. Ensuring that all children are accurately added to the appropriate classrooms and sites is crucial for maintaining compliance and securing ongoing funding and support from the CDE.

4. Can we use our Statewide Student Identifier (SSID) from CALPADS in the CAPSDAC?

   Yes, you can use the SSID from California Longitudinal Pupil Achievement Data System (CALPADS) in the CAPSDAC for the Child ID field if the child has been issued an SSID. System users are required to develop and maintain the Child ID field locally for all children, ensuring it remains unique for each child within their data.

5. What if the child’s Head-of-Household declines to provide information on their highest level of education?

   The user must select the “Declined to State” option for the Head-of-Household Education fields.

6. If a child is in foster care and the oldest foster child is added to the Head-of-Household (HoH) #1 fields, what should be entered in the "1st HoH Highest Education" field?

   If you are adding the oldest foster child in the family to the Head-of-Household #1 (HoH #1) field, the "1st HoH Highest Education" field should be left as "Decline to State."

7. What should I do if I have a foster child and the foster placement paperwork does not have the Country, State, and City of Birth information?

   If the foster placement paperwork does not have the Country, State, and City of Birth information for a foster child in CAPSDAC, select the "Unknown" option for both the Country and State of Birth fields. For the City of Birth, manually input the word "Unknown" to indicate the missing information.

8. What should I do if I receive an error message stating that the Child’s Date of Birth must be within the age eligible parameters for CSPP?

   Please double check the data entered in the Child’s Date of Birth field, and ensure this child is age-eligible for California State Preschool Program (CSPP). If you are still receiving this error and believe you are receiving it in error, please submit an email to the CAPSDAC Support Team at CAPSDAC@cde.ca.gov.