CAPSDAC Update #4

To: Local Educational Agency (LEA) Representatives

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

Date: January 21, 2025

Subject: CAPSDAC Update #4

Keeping Your Account Safe: Multi-Factor Authentication for User Accounts

The California Department of Education (CDE) is implementing Multi-Factor Authentication (MFA) for all California Preschool Data Collection (CAPSDAC) user accounts starting February 3, 2025. This security enhancement is a critical step in protecting the sensitive data collected each month via CAPSDAC, including information on classrooms, staff, and children. MFA adds an extra layer of protection by requiring users to verify their identity through a second method , such as a mobile device, telephone landline, or authentication app, in addition to their password. Users will be able to set up their MFA using one of the following options: the Microsoft Authenticator App, or Phone Authentication (via SMS or Phone Call). This rollout ensures that only authorized individuals can access the system, significantly reducing the risk of unauthorized access and potential data breaches.

The CDE is also introducing Microsoft Self-Service Password Reset (SSPR) alongside the MFA implementation. This feature empowers users to manage their own password changes or resets without requiring help desk support. If a user's account becomes locked or they forget their password, they can easily follow on-screen prompts to regain access, minimizing downtime and improving productivity.

To make this transition as seamless as possible, we have developed a detailed MFA and SSPR Set Up Instruction Guide (DOCX), which provides a comprehensive overview of the available options and step-by-step instructions tailored to each method. While we recognize that implementing MFA adds an extra step to your workflow, we are committed to supporting you through the process. Additionally, the CDE has developed a video series to assist with this process, which can be found on the CAPSDAC Support webpage as a newly added resource called CAPSDAC Training Videos.

To support the rollout of these updates, the CDE will host a CAPSDAC Updates and Technical Assistance Webinar on February 3, 2025. This session will provide an overview of the new MFA and SSPR features and offer guidance on integrating these functionalities into your workflow. The webinar link will be emailed to all CAPSDAC users approximately two weeks before the event and has also been added to the CAPSDAC Webinars and Office Hours web page for easy reference. Also, our support staff will be on standby to assist with any technical difficulties during the setup process. If you encounter any issues, please do not hesitate to reach out to us at CAPSDAC@cde.ca.gov for prompt assistance.