Overview
This page shows an overview of the California Preschool Data Collection System (CAPSDAC) manual.Contents
This chapter contains the following topics for the California Preschool Data Collection System (CAPSDAC) user manual:
- 1.1 Overview
- 1.2 CAPSDAC Monthly Data Submission
- 1.3 CAPSDAC Log in Instructions
- 1.4 Introduction of the CAPSDAC
1.1 Overview
Assembly Bill (AB) 22 (Chapter 901, Statues of 2022) requires the California Department of Education (CDE) to collect the same data for children and staff in a Local Educational Agencies (LEA) based California State Preschool Programs (CSPP) that is collected from children and staff in the K–12 classroom setting. This was enacted in the California EC Section 60910, and requires the CDE, by July 1, 2024, to collect child and staff data for each child enrolled in a CSPP operated by an LEA, including all applicable data elements that are collected for children 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 CSPPs operated by LEAs through grade 12. The CDE, Early Education Division (EED) developed the CAPSDAC online data system for this purpose. The information collected from these reports is used by state and federal legislators to develop public policy for early education services in California, and to request increased funds to expand program availability in unserved and underserved areas.
Local Educational Agency Definition
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.
Frequently Asked Questions
Which agencies must submit the CAPSDAC Monthly Data Submission?
The CAPSDAC Monthly Data Submission must be submitted for each data submission period during which CSPP services were provided through an LEA. If no subsidized services were provided through an agency’s contract for a given data submission period, the agency would certify with no submitted data on the CAPSDAC.
Which children should be reported in the CAPSDAC Monthly Data Submission?
Children enrolled in CSPP through an LEA’s contract should be included in the CAPSDAC Monthly Data Submission.
What is the CAPSDAC Monthly Data Submission?
The CAPSDAC Monthly Data Submission is monthly data submission completed by LEAs that includes children who were enrolled in CSPP through an agency’s contract during a given data submission period.
When is the deadline for submitting the CAPSDAC Monthly Data Submission?
The CAPSDAC Monthly Data Submission is due on the fifteenth of the month following the end of the official submission window. For example, the July 2024 official submission window is from August 1, 2024, through August 30, 2024; therefore, the CAPSDAC July Data Submission is due by August 15, 2024. Late notifications are sent via email to agencies who fail to submit and certify data on the following business day. Agencies who fail to submit or certify the CAPSDAC Data Submission by the final date stated in the late notification email may have their apportionments withheld until a complete CAPSDAC Data Submission is submitted. Agencies should revise the CAPSDAC Data Submission as soon as possible if discrepancies are found in reported information.
Where is the CAPSDAC Monthly Data Submission submitted?
Agencies submit the CAPSDAC Monthly Data Submission electronically via the CAPSDAC.
Why must agencies submit the CAPSDAC Monthly Data Submission?
In addition to fulfill the legislative and statutory requirements specified in AB 22 and EC Section 60910, the data collected through CAPSDAC ensures program integrity and responsiveness to children, families, and communities through highly accountable public investments. It allows the CDE to monitor, analyze, and pursue federal and other grant opportunities on a regular basis. It plays a critical role in shaping the future of preschool services in California.
How do agencies submit the CAPSDAC Monthly Data Submission?
The CAPSDAC Monthly Data Submission is completed online via the CAPSDAC. Agencies may submit their data by utilizing one of the following functions available on the CAPSDAC:
CAPDSAC Input/Edit: This function is used to carry out the following actions: fill in data entry screens to add new children enrolled in CSPP through an agency’s contract during a given data submission period and delete children not enrolled in CSPP through an agency’s contract during a given data submission period. The agencies can manually enter data into the child, staff, and classroom files, as well as edit or delete the records.
CAPSDAC Electronic File Transfer: This function is used to submit comma-separated value (CSV) files created by agencies. These files contain all required information and are formatted specifically for the CAPSDAC to process. If agencies choose to submit their CAPSDAC Monthly Data Submission via this function, refer to CAPSDAC User Manual Appendix C: Electronic File Format Specifications (DOCX).
How do agencies report "No Services"?
If an agency has a contract but does not have any children enrolled in CSPP, or the programs are not providing the service of CSPP during a given month, the agency must certify with no data submitted, indicating no children were enrolled that month, and so no services were provided for that month.
How can agencies view previously submitted CAPSDAC Data Submissions?
Submitted CAPSDAC Monthly Data Submissions can be viewed after the due date. Agencies may view information submitted using the "File Management" function, available on the CAPSDAC, for approximately thirty days after the submission due date.
Once a submission period is locked, agencies can view, but not edit, information submitted by utilizing the "File Management" function available on the CAPSDAC only in the month after the data is locked. For example, CAPSDAC users can view their July Data Submission in September.
1.2 CAPSDAC Monthly Data Submission
The CAPSDAC Monthly Data Submission is the monthly data collection in which LEAs that maintain a contract with the CDE report specific information on all classroom, staff, and children who participate in a CSPP
1.3 CAPSDAC Log in Instructions
This section of the user manual provides users with instructions on how to access the CAPSDAC and login to the system.
Accessing the CAPSDAC
- Open your web browser and navigate to the CAPSDAC at CAPSDAC Data Submission
- You will land on the CAPSDAC’s Microsoft online login, and will be asked to input your CAPSDAC Account Username and Password
Logging into CAPSDAC
Enter your credentials in the respective fields of Microsoft Login interface
Click on the "Login" or "Sign In" button to proceed
Next, you will be directed to the Terms and Conditions webpage. Read and acknowledge the conditions by clicking “Yes, I Agree to These Terms and Conditions" button at the bottom of the webpage
Upon successful login, you will be directed to the CAPSDAC dashboard
1.4 Introduction of CAPSDAC
The following information provides a detailed description of the high-level agency information pre-populated in the CAPSDAC
Local Educational Agency (LEA)
The Local Educational Agency (LEA) data information field identifies and specifies the educational agency for which the user is submitting data.
Preschool Site Name
The "Preschool Site Name" information field refers to the specific name or identifier assigned to the preschool site for which the user submits data.
Preschool CDS Code
The “Preschool CDS Code” field refers to the unique County-District-School (CDS) Code associated with a specific preschool for which the user submits data.
LEAs can obtain their Preschool CDS Codes in two ways:
- Drop-down Menu: Select your preschool site from the drop-down menu located on the CAPSDAC Dashboard, and the Preschool CDS Code will automatically populate underneath the site name.
- Download Full Site List: Downloading the full site list and respective CDS codes from any of the file management web pages available under LEA Actions.
Data Submission Period
The "Data Submission Period" field represents the specific month and year for which the user submits data.
LEA Certification Status
The “LEA Certification Status” field indicates whether the LEA has officially attested that their data submission is accurate and complete for the specified data submission period. This certification is a formal confirmation by the agency that the information in the data submission is reliable, truthful, and meeting the regulatory and or organizational standards governing the submission.