CALPADS Documents

The purpose of this link is to provide local education agencies (LEAs) a link to CDE's web site so they can download the current version of the CALPADS File Specifications, Code Sets, or Enrollment Procedures.

CALPADS System Documentation

If you have problems accessing the documents, send an email to calpads@cde.ca.gov

CALPADS - Consolidated Flash Tips - in Adobe PDF.
published 18 Aug 11

Race and Ethnicity Frequently Asked Questions

New Federal Race and Ethnicity Data Collection and Reporting Requirements - in Adobe PDF.

Guidance on Collecting Student and Staff Race and Ethnicity Data - in Adobe PDF.

This document describes the files used and the data conversion rules for taking data from the CSIS Locator Database and loading the data into the CALPADS Operational Data Store (ODS).

Note: This document is intended to help LEAs understand ‘differences’ in their local data as a result of converting it from SRRTS to CALPADS use. ‘Differences’ include data left behind (not selected for conversion), updates to data values to accommodate its use within CALPADS, and loss of data due to more strict edits enforced within CALPADS (data that may be rejected by CALPADS).

CSIS to CALPADS Data Conversion Rules - in MS Word format.
published 10 Sep 09

These PowerPoints are the presentations used in the training on CALPADS data submission preparation.

CALPADS File Submission Overview Training - in MS PowerPoint format.
published 17 Jun 09

These tools are designed to assist local education agencies (LEAs) in assessing their readiness for collecting and reporting data for CALPADS, as well as planning next steps. Different versions of the tools are provided to address different types of LEAs (e.g., elementary, high school or unified districts). It is recommended that LEAs use the appropriate version of tool and the Task List in conjunction with one of the Gap Analysis Tools listed below.

CALPADS Readiness Questionnaire - in MS Word format.

CALPADS Readiness Questionnaire for State Reporting Elementary Districts
published 05 May 09

CALPADS Readiness Questionnaire for State Reporting Unified and High School Districts
published 05 May 09

CALPADS Readiness Questionnaire for SSID-only Elementary Districts and Independently-reporting Charters
published 05 May 09

CALPADS Readiness Questionnaire for SSID-only Unified and High School Districts and Independently-reporting Charters with Schedules
published 05 May 09

CALPADS Readiness Questionnaire Task List - in MS Word
published 17 Aug 09

The purpose of these documents is to provide LEAs with a tool they can use to review the CALPADS data elements and determine gaps they may have in their local data that need to be addressed prior to the implementation of CALPADS. There are two types of gap analysis documents:

1. CALPADS File Specifications (CFS)-aligned Gap Analysis Tools: These tools and the listing of data elements within them follow the same format as the CFS:

   CFS Aligned Gap Analysis Tool - in MS Excel format.
   CFS Aligned Gap Analysis Tool - Extended Client - in MS Excel format.
   updated 01 Jun 09



2. CFS Gap Analysis and Planning Tool: This tool contains a master list of all CALPADS data elements and their code sets as well as a worksheet for State Reporting LEA and SSID-only LEAs with references to the CFS. This tool is designed for use by IT support staff.

   CFS Gap Analysis and Planning Tool - in MS Excel format.

The purpose of these documents is to provide LEAs with tools they can use in preparing for CALPADS, including tools focused on helping LEAs determine the staff who should be involved in CALPADS transition planning and how to report course data to CALPADS.

State-Level Collections Being Transitioned - Planning - in MS Word format.

Tips to Prepare for the CALPADS Transition - in Adobe PDF format.

Preparing to Submit Elementary Course Data - in MS Word format. (Focused on reporting course data for self-contained classrooms)

Preparing to Submit Scheduled Course Data - in MS Word format. (Focused on reporting course data for junior high, middle, intermediate, and high schools)

The purpose of these documents is to provide cross reference between the SRRTS Code Sets and CALPADS Code Sets.

SRRTS to CALPADS:

SRRTS Code Sets for FY2008-2009 -
Annotated Comparison to CALPADS Code Sets, Version 1.10 - in MS Excel format.
published 09 Jul 09

CALPADS to SRRTS:

CALPADS Code Sets for FY2008-2009 -
Annotated Comparison to SRRTS Code Sets, Version 1.7 - in MS Excel format.
published 18 Aug 09

Novato USD Enrollment Form is provided to give other LEAs an example of an enrollment form updated to meet the Federal requirements for collecting ethnicity and race.

English version - in Adobe PDF format.
published 11 Jan 11

Spanish version - in MS Word format.
published 20 Apr 10

Novato USD Employee Emergency Contact Form is provided to give other LEAs an example of an employee form updated to meet the Federal requirements for collecting ethnicity and race. It is strongly recommended that LEAs collect this information on a form that employees complete after they have been hired, not a form staff complete when applying for a job.

Employee Emergency Card - in MS Word format.
published 14 May 09

This section includes sample project plans for LEAs wishing to develop a project plan for their CALPADS Preparation work.

Project Plan Template for Mid-sized or Small District - in MS Word format.