CAPSDAC Update #2

To: Local Educational Agency (LEA) Representatives

From: California Department of Education (CDE) –
California Preschool Data Collection (CAPSDAC) Team

Date: September 27, 2024

Subject: CAPSDAC Update #2

Updates to Permit/Credential Field Options

Effective immediately, the option previously labeled as "14 - FCCH Permit/Credential Unknown" has been updated to "14 - Permit/Credential Not Compliant." This change aims to ensure accurate reporting of staff compliance regarding permits and credentials across all facility types.

Please note, the previous system validations for this field option remain unchanged. When selecting the "14 - Permit/Credential Not Compliant " option, the "SEID" field becomes optional, providing greater flexibility for users managing staff data where this information may be unavailable. The Permit/Credential Code table has been updated accordingly in the CAPSDAC Appendix A - Data Definitions (DOCX).

What to Do If Dual Language Learner (DLL) Interviews Are Pending

The CDE has released a new Frequently Asked Question (FAQ) in the CAPSDAC FAQ web page addressing how to report language for DLLs when the Family Language and Interest Interview has not yet been conducted. The full question and answer are listed below:

If a child is enrolled at the end of the month and is designated as a Dual Language Learner based on the Family Language Instrument, but the Family Language and Interest Interview has not yet been conducted (within the required 30-day window please refer to the definitions of enrollment for the purposes of this guidance), what languages should we enter in the fields from responses in the Family Language and Interest Interview?

Please ensure you are attempting to receive responses from the Family Language and Interest Interview as soon as possible for children identified as DLL. However, if a child is identified as a DLL from the Family Language Instrument but agencies are unable to conduct the Family Language and Interest Interview prior to the next CAPSDAC Monthly Data Submission/PLIS Report due date, please enter the language code "und - Undetermined" for all required DLL fields (Home Languages, Most-Used Language, Family Written Communication Preference, and Verbal Communication Preference) in which a response was not yet received. However, in the following month by which the Family Language and Interest Interview must be conducted, contractors are required to update all of the required language fields with the correct languages that were collected during the interview.

Reporting Enrollment for Children Enrolled in Multiple Sites and Classrooms

The CDE has released new FAQs addressing how to report children who are enrolled in multiple sites and classrooms. The questions and answers are listed below:

How should I report enrollment if a child was enrolled in multiple sites within the same month?

If a child has received services in multiple sites within the same month, the child should be included in each site, with the same Child ID and other family and child information. If submitting an electronic file, the child must appear on separate rows with a separate County-District-School (CDS) code for each site, and each respective classroom’s Classroom ID to indicate the site and classroom the child is enrolled in.

How should I report enrollment if a child was enrolled in multiple classrooms within the same month?

If a child has received Full-Time enrollment services in multiple classrooms within the same month the child should be assigned Full-Time enrollment to the classroom where the child spent the majority of their time during that month. If this means submitting a former classroom for the current month, please confirm that the child is assigned to the new classroom in the subsequent month’s CAPSDAC Monthly Data Submission.

If a child has received Part-Time enrollment services in multiple classrooms within the same month, the child should be assigned Part-Time enrollment to each classroom they received services.