End of Year

Submittals

About EOY Data

EOY Data is comprised of four submittals which all have the same deadline. Each submittal is a different dataset. All data are cumulative for the entire academic year.

EOY1: Courses and enrollments, staff demographics, and CTE and work-based learning.
EOY 2: Student progress
EOY 3: Student discipline and student absences
EOY 4: Special Education, services and postsecondary status for students with disabilities.

EOY data affect grant eligibility and funding, the California School Dashboard, (e.g. cumulative enrollment, graduation rates, chronic absenteeism, and suspension and expulsion), DataQuest, Consolidated State Performance Report, IDEA monitoring and funding, determine eligibility for support, and identify schools for recognition programs.

Cohorts

The 4-year Adjust Cohort deadline is with the EOY submission. Any updates after that date would not be reflected in the 15.1\15.2 reports for the reported year

EOY Resources
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EOY Resources

CALPADS EOY Resources

Make sure that you have the most current CALPADS CDE system documentation for End-of-Year reporting:
https://www.cde.ca.gov/ds/sp/cl/systemdocs.asp

CALPADS EOY Reporting Roadmap
The Reporting Roadmap includes everything you need for this submittal period, including submission checklist, milestones, communications (update flashes), files submitted, where to get support, etc.

2023-24 CALPADS RACI Matrix
Roles and responsibilities charts to outline submission and certification duties for EOY stakeholders, site leaders.

CALPADS EOY Team Workplan Example

2023-24 End-Of-Year (EOY) Quality Checklist
CDE's aid to minimize errors and help ensure accurate data - revised 3/15/2023.

Exits and School Completion Status Sheet
Which codes count as dropout, completer, graduate - with notes and instructions.

2023-24 Work-Based Learning (WBL) "Cheat Sheet"
Chart of data required for each WBL Type and description of each field ; WBL Type definitions

Work-Based Learning (WBL) Data Collection Preparation Checklist
Considerations when setting up a process to track data for WBL.

2023-2024 Work-Based Learning (WBL) Evaluation Form and Scoring Guide
This document contains an evaluation form that employers may use to assess their student interns at the end of the internship. It also contains a scoring guide that defines each performance level across three categories. Employers can reference this scoring guide when deciding on the appropriate rating for the student.

MCOE Credentials Presentation
While this is used for the Fall 2 certification, the resources for teachers, courses, and special education are relevant.

CSIS Error Resolutions Videos
Recorded videos to walk you through resolving errors.

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First Steps

EOY data are comprised of four submittals that are all due by the same date. Each submittal is a different dataset. All data are cumulative for the entire academic year.

EOY data affect grant eligibility and funding, CA School Dashboard (e.g. cumulative enrollment, graduation rates, chronic absenteeism and suspension and expulsion), DataQuest, Consolidated State Performance Report, IDEA monitoring and funding, and more.

Note: Student Enrollment (SENR) record establishes ownership of the student record and is included in your first group of submissions (EOY 2). This must be posted before any other data for that student. Therefore it is important that the SENR records are up to date in CALPADS prior to submitting EOY data.

End of Year File Submissions

In the 2024-25 school year, the order of certification has changed. For detailed information, review the EOY Order of Certification portion of the EOY Roadmap. Important: It is highly recommended that the same revision of EOY 3 and EOY 4 should be certified (certified on the same day).

End of Year 3

All Primary, Short-Term, and Secondary Enrollments

LEA & SELPA approvals
Will reflect accurate student group information

EOY 3 is comprised of five files:

Student Enrollments (SENR)*
Student Absence Summary (STAS)
Three Student Discipline files:
- Student Incident (SINC)
- Student Incident Results (SIRS)
- Student Offense (SOFF)

The diagram to the left shows the relationship of EOY 3 files

End of Year 4

Special Education Services and Postsecondary Status for Students with Disabilities

LEA & SELPA approvals
These enrollments affect cumulative enrollment counts in EOY 3

EOY 4 is comprised of three files:

Special Education (SPED)
Student Services (SSRV)
Postsecondary Status for Students with Disabilities

These files may be uploaded together or in any order

The diagram to the left shows the relationship of EOY 3 files

End of Year 2

*Important

While the SENR is not technically part of EOY 2, a current SENR record must exist in CALPADS before submitting any other data for that student. Errors must be cleared for each student being reported after the end of the school year prior to any other file submissions. All other submissions will be affected by the SENR submission.

Student Exit Codes & Categories When to End Program Records in CALPADS

Student Programs

LEA approval only
Submission should be easiest to certify

EOY 2 is comprised of one file:

Student Programs (SPRG)

Note that a Student Enrollment (SENR) record must exist in CALPADS prior to submitting any other data for that student

The diagram to the left shows the relationship of Student Enrollments (SENR) to Student Programs (SPRG)

End of Year 1

Courses and Enrollments, Staff Demographics, and CTE and Work-Based Learning

LEA approval only
Data for College/Career Indicator (CCI) on the CA School Dashboard
Data are cumulative through the academic year-end

EOY 1 is comprised of five files:

Staff Demographics (SDEM)
Course Section Completion (CRSC)
Student Course Section Completion (SCSC)
Student Career Technical Education (SCTE)
Work-Based Learning (WBLR)

The diagram to the left shows the relationship of Student Enrollments and the five EOY 1 files

Verifying and Certifying EOY Data

It is the responsibility of the CALPADS Data Coordinator to ensure the data are uploaded/input into CALPADS and all fatal errors and appropriate warnings have been resolved. They should also take a first pass at the EOY certification reports to check for and take action to resolve any discrepancies found. It is the responsibility of the appropriate administrators (English Learners, Special Education, CTE and Work-Based Learning, Discipline, Attendance, etc.) to review the certification reports and verify the accuracy of the data. Data Coordinators should provide administrators with both the aggregate certification reports and detailed supporting reports. (2025-26 CALPADS EOY Report Mapping Guides not yet released) for links to the aggregate and supporting reports.

EOY Quality Checklist

Download the EOY Quality Checklist and check off each item to minimize errors and help ensure a successful certification process.

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