California Preschool Data Collection Updates and Resources

California Preschool Data Collection (CAPSDAC) Updates and Technical Assistance Applied Data Research and Evaluation Office (ADRE) California Department of Education (CDE) Date: July 16, 2024 Time: 10 a.m. 11:30 a.m. CALIFORNIA DEPARTMENT OF EDUCATION Tony Thurmond, State Superintendent of Public Instruction

Agenda CAPSDAC is Live Account Management Community Colleges Reminder Data Systems and Programs Data Submission Visual Data Systems' Timelines CAPSDAC New Language Codes CAPSDAC Data Submission Information Survey Results Upcoming Office Hours and Future Webinars CAPSDAC Resources Question and Answer Contact Information 2

CAPSDAC is Live Web address: www.capsdac.org CAPSDAC was launched on July 1, 2024 pursuant to Assembly Bill (AB) 22, Education Code (EC) Section 60910. Each California State Preschool Programs (CSPP) contracted local educational agency (LEA) should have received two login accounts: Program director Executive director If you are a program director or executive director and have not received the account notification, please contact us. If you are a CAPSDAC user needing an account, please contact your agency program director or executive director. 3

Account Management Two types of accounts LEA Admin: Can create, edit, and deactivate accounts within the agency App User: Cannot create, edit, or deactivate accounts within the agency All program directors and executive directors are given an LEAAdmin account It is up to the local agency to decide who should have what level of account privilege. 4

Community Colleges Reminder Reminder: Community colleges will continue using the Child Development Management Information System (CDMIS) and Preschool Language Information System (PLIS) Data Submission instead of transitioning to the California Preschool Data Collection (CAPSDAC) System. Although community colleges are considered LEAs under EC Section 8205 for CSPPs, the CDE has determined they are exempt from submitting CSPP data to CAPSDAC. This decision aligns with the legislative intent of Assembly Bill 22, focusing on developing a longitudinal data system for students enrolled in CSPP. 5

Data Systems and Programs Data Submission Visual (1) Data System Start/End Date CAPSDAC CSPP. Starting in August 2024. District, Charter School (CAPSDAC Users). First data submission will be July 2024 data due by August 15, 2024. CDE- CDMIS Department of Social Services (CDSS) programs currently using CDMIS. CAPSDAC users end date is July 2024. CDSS programs end date is September 30, 2024. 2024 data due by September 30, 2024. Program Type Contractors to Submit Data Frequency County Office of Education, School Monthly CSPP and California CSPP contractors except CAPSDAC Users. CAPSDAC Users' final submission will be June 2024 data in July 2024. All CDSS contractors currently using CDE-CDMIS will continue until October 2024. The last data submission for CDSS program types will be August Monthly 6

Data Systems and Programs Data Submission Visual (2) Data System Program Type Start/End Date Contractors to Submit Data Frequency PLIS CSPP. CAPSDAC Users end date is July 2024. All CSPP contractors except CAPSDAC Users. CAPSDAC Users will have their final submission be Quarter 4 of 2024, due July 22, 2024. Starting October 2024, all CDSS contractors will transition to the new reporting system. Quarterly CDSS- CDMIS CDSS Programs. Starting October 2024. Monthly 7

Data Systems Timelines CAPSDAC Data Submission Schedule: https://www.cde.ca.gov/sp/cd/ci/capsdacsubmissonschedule.asp CDD-801 Report Schedule (CDE CDMIS): https://www.cde.ca.gov/sp/cd/ci/archived.asp PLIS Data Reporting Schedule: https://www.cde.ca.gov/sp/cd/ci/plisreportingsched.asp 8

CAPSDAC New Language Codes Replacing SGN Sign Languages, CAPSDAC will have the following new language codes: ASL - American Sign Language HSI - Home Signs NSL - Non-American Sign Language OFC - Other Forms of Communication 9

CAPSDAC Data Submission Information Survey (1) The CAPSDAC Data Submission Information survey was open to all CAPSDAC Agencies from May 30 through June 25, 2024. The survey received responses from 341 agencies. Method of Data Submission Number of Responses 48 126 167 136 94 Percentage of Responses 14% 37% 49% 40% 27% Manual Input Electronic File Upload Combination/Copy Forward Use a Software Vendor Plan to Use a Software Vendor 10

CAPSDAC Data Submission Information Survey (2) 36% (124 agencies) agree or strongly agree that the released CAPSDAC specifications are effective in supporting CAPSDAC data submission 55% (188 agencies) felt neutral, and 8% (27 agencies) disagree or strongly disagreed. Best Methods of CAPSDAC Support Number of Responses 264 251 246 244 243 181 Percentage of Responses 77% 74% 72% 72% 71% 53% Email Support Monthly Webinars Targeted Technical Assistance User Manuals Frequently Asked Questions webpage Management Bulletin 11

Supporting Data Submission within a Shortened Timeline (1) Due to technology constraints, the CAPSDAC has a one-month data submission window. No data submission updates can be made once the calendar turns to a new month. The CAPSDAC Support Team and Program Quality Implementation consultants will support agencies in completing the data submission with any technical assistance needed. Agencies that have concerns about meeting the deadlines regarding the initial certification deadlines and certification lock dates should reach out to the CAPSDAC Support Team directly. 12

Supporting Data Submission within a Shortened Timeline (2) LEAs can utilize July as a practice period to test data submission with June data. This allows for early detection of data submission issues and contact for outreach from the CDE. If an LEA has missed the data submission, the CDE will reach out to the LEA to provide targeted support for the next month's data submission because the missing month's data can no longer be accepted by the CAPSDAC. Missing data has significant impact on program planning at the local and state levels; LEAs are encouraged to work with the CAPSDAC Support Team to ensure all Monthly Data Submissions are complete. 13

Commitment to Collaboration and Support Monthly Data Submission Window: The current process is a Minimum Viable Product (MVP) solution. We are proposing the CDMIS model for CAPSDAC 2.0. Ongoing Support: Continue providing monthly webinars and hosting office hours Respond to your email within 24 hours Update online resources regularly found on the CAPSDAC Support Webpage 14

Upcoming Webinars and Office Hours Webinars: August 27, 2024, 10:00 a.m. to11:30 a.m. September 17, 2024, 10:00 a.m. to 11:30 a.m. Office Hours: July 23, 2024, 10:00 a.m. to 11:00 a.m. August 7, 2024, 1:30 p.m. to 2:30 p.m. August 13, 2024, 1:30 p.m. to 2:30 p.m. 15

Resources: CAPSDAC Support Web Page CAPSDAC Support Web Page: https://www.cde.ca.gov/sp/cd/ci/capsdacsupportlanding.asp Information on CAPSDAC User Manual Reporting Schedule Data Submission Electronic File Template CAPSDAC Frequently Asked Questions (FAQs), first batch released on July 3, 2024 CAPSDAC Webinar Slides 16

Questions and Answers Photo Credit: Kidango Decoto Center; Union City, CA 17

Thank you!