Uploading Classroom Records

Uploading Classroom Records

This chapter contains the following topics

3.1 Classroom Records File Definition

3.2 Classroom Records File Input/Edit: Step-by-Step Instructions

3.3 Classroom Electronic File Upload

3.4 Classroom Record File Template

3.1 Classroom Record File Definitions

The classroom information fields, whether entered manually or uploaded electronically, are accompanied by their respective definitions and guidelines. For a comprehensive description of all data fields in Classroom Records files, please refer to the link provided in Appendix A: Data Definitions (DOCX).

3.2 Classroom Record File Input/Edit: Step-by-Step Instructions

Overview

Agencies must provide complete information for every classroom record listed on the California Preschool Data Collection System (CAPSDAC).

Important Reminder

• The manual data input process begins with the Classroom Record file, followed by the Staff Record file, and finally, the Child Record file. Any data submission out of this input sequence may result in error messages
• In all Classroom Record, Staff Record, and Child Record files, incomplete work cannot be saved, and any erroneously input data cannot be saved either. Agencies must complete all input fields and ensure accuracy before proceeding to the next tab and saving the work
• Agencies must not certify the work until they have ensured the information's completeness and accuracy
• Agencies can revisit and revise the Child, Staff, and Classroom Records before the due date of the 15th of the data submission month

Instructions

• The data definitions for these fields are available in the CAPSDAC User Manual: Appendix A: Data Definitions (DOCX)
• To select multiple options, hold down the Control button on your keyboard and click each desired option individually
• Users can access information field tooltips by hovering their cursor over the question mark icon
• Child and Staff Records cannot be added until at least one Classroom Record has been added to the system

File Downloads

This section will allow users to download the following files:

• This Local Educational Agency's (LEA) current data submission period (Month Year) Classroom records
• This LEA's most recent previous period (Month Year) Classroom records
• A blank copy of the classroom template file
• A copy of the classroom template file with example values

Locate Classroom Record

• Log in to the CAPSDAC

a. Skip this step if you are already logged in

• Select a California State Preschool Program (CSPP) school or site from the “Preschool Site Name” dropdown list to view the CAPSDAC CSPP School/Site Dashboard web page. The top of the webpage should display the preschool site name you have selected followed by the word “Dashboard.”
• Ensure that the correct “Preschool Site Name” and “Preschool CDS Code” are listed in the “Overview” section at the top left of your screen
• Scroll down to the bottom of the page and select the “Classroom Records” tab

a. This tab is already selected by default if no classroom records have been entered yet

• Click on the button labeled “Add Classroom”

Complete the Classroom Record Files

• Select the “Classroom Overview” tab in the “Edit Classroom Record” pop-up window. Manually input all the required information for the following fields:
• Classroom ID
• Classroom Name
• Care Type
• Language(s) Used − Teacher
• Language(s) Proficient − Teacher
• Language(s) Used − Aids
• Language(s) Proficient − Aids
• Language Program Type
• Switch to the “Staff Assignments” tab to manually input the staff (and StaffID) assignments for this classroom (Read-Only View). Refer to Chapter 4 of this Manual for directions on inputting Staff records.
• Navigate to the “Child Enrollments” tab to manually input the child (and ChildID) enrollments for this classroom (Read-Only View). Refer to Chapter 5 of this Manual for directions in inputting Child records.
• Click the button labeled “Edit Classroom Record” located at the bottom right of the pop-up window to save this record.
• To add all classrooms, repeat steps 2 through 5 for each respective classroom and then click “Save Classroom Record” to save the changes.
• If agencies successfully provided all child information, the completed row of the Child Summary should be displaced on the screen.

What Happens Next

After inputting the classroom record into the CAPSDAC and clicking the “Save classroom record” button, the following actions occur:

• The classroom record is stored in the CAPSDAC database
• The data file is available to review under the school dashboard:
• The data file is displayed as a list, including the row number and pages
• Four columns are presented: Classroom Name, Classroom ID, Enrollments, Edit
• The data file can be edited by clicking “Edit,” allowing users to view the data elements and make changes to the data
• The classroom data file is available to download and review by the LEA for "This LEA's current data submission period classroom records"

a. The download file includes all the data files for the LEA for that submission period

b. The data file is available for download as a CSV file

c. The download file includes 9 columns with a list of rows of Classroom records (PreschoolCDSCode, ClassroomID, ClassroomName, CareType, LanguagesTeacherUses, LanguagesTeacherProficient, LanguagesAidsUses, LanguagesAidsProficient, LanguageProgramType)

d. The data file can be changed and re-uploaded

• Agencies may re-upload the file. When uploading the file, monitor the file upload status, and confirm the file was accepted by the CAPSDAC

LEAs can upload new or revised files multiple times, but each submission will replace the previous file

3.3 Classroom Electronic File Upload

For more information on creating and uploading a Classroom Electronic File Upload into the CAPSDAC, please refer to Appendix B: Creating Electronic Files (DOCX).

3.4 Classroom Record File Template

The Classroom Records File Format Specifications provide detailed format specifications for each data field within the classroom record. You can access this information in Appendix C: Electronic File Format Specifications (DOCX).

Within a file, all data elements must adhere to specific formatting and criteria.

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