The CALPADS Fall1 Data Submission Includes

• Enrollment Counts for the new year
• Dropouts from the previous year
• Immigrant Counts, Free/Reduced Price Meal Eligibility, English Language Acquisition Status (SELA) & Special Education (via SEIS/SIRAS)

When is the Fall 1 deadline?

Fall 1 Certification Deadline is currently December 17, 2021.  Below is a link to the official calendar in case things change. Keep in mind that Special Education file Submissions (via SEIS/SIRAS) have to be approved by your SELPA prior to Certification. Because of this, there may be additional deadlines. Please contact your SELPA and work with them on this important part of the Fall 1 Submission. You may look up their contact info below:

California Special Education Local Plan Areas

For Updates click here: https://www.cde.ca.gov/ds/sp/cl/rptcalendar.asp

CALPADS Training & Resources

Now more than ever you really should make time to attend ALL of the CALPADS training. The website GUI changes often, and data requirements are becoming more detailed not less.  You really can benefit from taking all of the courses offered.  Remember, ACCURATE data is CRITICAL and often directly tied to FUNDING for your school.  You can sign up here: https://csis.fcmat.org/calpads-learning

CALPADS Self-Paced Training & Resource Repository

https://csis.fcmat.org/resources-repository#CALPADSResources

CALPADS Communications - This page contains communications related to CALPADS including system updates, correspondence, and newsletters.

https://www.cde.ca.gov/ds/sp/cl/communications.asp

CALPADS System Documentation - The system documents on this page assist in using CALPADS. (Latest file specs, Error list, Code mapping & more.)

https://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

CALPADS Frequently Asked Questions

List of frequently asked questions for CALPADS.

https://www.cde.ca.gov/ds/sp/cl/calpadsfaqs.asp 

Step 1 - Getting Started

Essentially, the steps to Fall 1 (or any CALPADS submission) are:

• Enter all required student information into SchoolWise
• Review the INFO CHECK forms to catch any data entry mistakes
• Run File Exports using the Report Explorer to create your files
• Upload (send) the files to the CALPADS website.
• Review and then Certify Data on the CALPADS website.

As in the past, it’s still best to submit CALPADS files one at a time. It is best practice to make sure that EVERY file shows as Posted or Revision Complete – before you send the next one up.  CALAPDS (often) relies on the data from previous files being POSTED (saved to CALPADS) before you can send up more information. Once a file completes POSTING it may show as: Partial Post, Posted or Revision Complete. All of the files you will need for FALL1 are located in the SchoolWise Report Explorer, under the File Exports – CALPADS as seen below.  Keep in mind that when you select any report in SchoolWise directly to the RIGHT is a detailed description of the report contents and information on what each report is used for and the data it contains.

Step 2 - Enter, REVIEW, and CORRECT data in SchoolWise

Anything that we can fix before sending files to CALAPDS will make the whole process go much smoother. With that in mind please look over the steps below for the list of reports that will assist you with this first task.

 Enter, Review and Correct ALL data BEFORE creating your Extracts.

1. RUN the Address Invalid Character Fix report to automatically remove these.
2. RUN both INFO CHECK forms (Student & Program) then correct any issues.
3. RUN the CALPADS Graduate Totals report and REVIEW the data.
4. RUN the Names of Students by Lunch Status report and REVIEW.
5. RUN the List Students in All Fall 1 Programs report and REVIEW.
6. RUN the US Entry Date Autofill for EO Students (Use the Action "Preview" first to verify your data then "Update" to autofill)
7. RUN the US Entry Date Autofill for TDB Students (Use the Action "Preview" first to verify your data then "Update" to autofill)

Step 3- Obtain SSID Numbers for all Students

I always like to get my new SSID numbers before I send up Step 1 since it helps you to focus on one task at a time and makes the process go smoother.  This export will send up all student (entrances) that do not have an SSID number but are enrolled in a 0H class.  All Enrollment Entrances AFTER and including the chosen date will be submitted. If unsure, use the 1st Day of School. Make sure you are logged into This School Year (2021-2022).

1. RUN the CALPADS SSID Enrollment – Missing SSID report as of the first day of school, send this up first and pull your new SSID’s back into SchoolWise.
2. If you want to include preschool change the (!=) to *.
   Follow the detailed instructions in our Obtaining SSID’s Knowledge Base Article 

Step 4- Begin the File Submission Process

In SchoolWise you will find the four main file submissions for Fall1 named (Step1-4 SENR,SINF, SPRG & SELA)  These four extracts need to be sent up at least once before using the (Updates 1-4 files - if you choose to do so). Keep in mind each file should go through the same process detailed below:

• FIRST – Create the extract.
• SECOND – Send up the extract to CALPADS.
• THIRD – Review and correct errors. (Re-send the file to clear errors)
• FOURTH – POST THE FILE.  (Think of POSTING as SAVING)

1. STEP1 – CALPADS SSID Enrollment –  (Using date 10/07/2020)
2. STEP2 – CALPADS Student Information – FALL1 (Using date 10/07/2020)

3. STEP3 -CALPADS Student Program – FALL1 (Using the date range beginning on the first day of school till today (or) at least 10/06/2021).

QuickNote - E155 is now done during EOY so you DO NOT have to submit this again for FALL1.  Also, the Program Un-enrollment step is not required anymore for the same reason.

Prepare to send up Step 4 SELA Records

1. RUN the US Entry Date Autofill for EO Students.  EO students use the US Entry Date to determine their English Language Acquisition Start Date. You can use the report US Entry Date Autofill for EO Students to automatically add US Entry dates for EO students who started in the district in KN. EO Students who started in grades 1-12 will need their US Entry date manually entered. It's assumed that these students are transfers from another district or out-of-state or were home-schooled and thus have no record in SchoolWise to determine their US Entry Date.
2. Mark ALL new TK’s and KN students who are not EO as TBD starting on the first day of school.
3. RUN the US Entry Date AutoFill for TBD Students. (Or complete manually.)
4. RUN English Proficiencies by Site report to see what you are sending up.

Once all of this has been completed – you are ready to go for Step 4.

1. RUN STEP4 – CALPADS English Language – FALL1 (Using last year's Census Date 10/02/2019 till today (or) at least 10/07/2020). You should send this up first for your TBD’s then when your EL dates come back, re-send the Updates 4 file.

SPED File Submissions (Step 5)

Officially CASEMIS has been retired, and all data for SWD (students with disabilities) submitted by LEAs will now flow directly from their SEDS (SEIS or SIRAS) through an Application Programming Interface (API) to CALPADS. All special education data must be submitted through the API.

Please Review this SPED Powerpoint for SEIS

https://drive.google.com/file/d/1kh8z3ToUY522QNuTIxNmYH5642pJa6Pr/view?usp=sharing

KEEP IN MIND! Like last year you CAN’T CERTIFY FALL1 on your own! You will still have to review the reports as always but at that point, you will now choose APPROVE instead of CERTIFY. Once you APPROVE the data is sent for review to your SELPA coordinator and it now will wait for them to APPROVE as well to then equal CERTIFICATION. Because of this, you should make an effort to click APPROVE Before December to allow for plenty of time for SELPA to also approve the SPED submission.

Helpful Hints and Tips for CALAPDS

1. When running the Student Info Check form keep in mind WARNING vs ERRORS – warnings are just notifications that you may want to look over vs errors that have to be fixed.  You should still review and understand the warnings to make sure they do not apply to you.
2. PLEASE DON’T EVEN LOOK AT YOUR CERTIFICATION “ERRORS” until you have submitted ALL 4 STEPS and POSTED each one – and have WAITED OVERNIGHT for your new snapshot!  You will be chasing your tail on ERRORS that don’t even really exist!
3. If you wish to use the UPDATES files (Which I don't recommend) Remember to send up all of STEP 1-4 extracts first. Then use the UPDATES 1-4 reports to keep your data up to date until Fall2. I don't like to use UPDATES files at all I would much rather always use STEP 1-4 throughout the year as it will help you to maintain more accurate date - imo.
4. Always keep an eye on the DEADLINES and MEET them early if possible.
5. Keep up on the CALPADS KNOWN issue and FLASH list to save yourself from chasing “errors”.   https://www.cde.ca.gov/ds/sp/cl/knownissues.asp
6. REMEMBER – sending up files and making sure they don’t have errors is only part of the process.  REVIEW – REVIEW – REVIEW your data!  Print out and save ALL of your CERTIFICATION reports (PDF’s are best) and make sure your numbers are accurate! FUNDING is based on all of the CALPADS data!
7. FATAL ERRORS on File submissions are not always a YOU SHALL NOT PASS point! You can proceed with a Fatal error on a file submission. The most frequent call that I get for CALPADS is "I have a fatal record error on a file submission, and I can't fix it" There are many reasons why you might get a fatal error on a file submission. All a fatal (during file submissions) means is CALPADS won't update this record. One example is Step 4 SELA - you are sending up an EO for a student that is already marked in CALPADS as EL. CALPADS won't let you do that and will mark your EO as fatal - this means that it won't overwrite that record. That is all a Fatal means during submission.