Requirement

Local Education Agency state preschool contractors must collect and compile data on children, classrooms, and staff for every child enrolled in a state preschool. The California Preschool Data Collection, or CAPSDAC Report for short, is used for this purpose.

“Local educational agency” shall include a county office of education, a school district, or a charter school, as defined in EC Section 60900(k).

Reference

Management Bulletin: 24-08

CAPSDAC Report

CAPSDAC Report Overview

The California Preschool Data Collection (CAPSDAC) Report is used to ensure LEA CSPP contractors collect the same key information for CSPP children that is already collected for children in Transitional Kindergarten (TK). When combined with CALPADS data, this information helps track each child’s progress from preschool through 12th grade.

The information collected from the CAPSDAC report includes:

• Classroom

• Staff

• Children

NOTE: Although LEAs report to the CAPSDAC Online Data System, LEA CSPP contractors must also use CDMIS to update agency details, including but not limited to: Site information (such as site name, site supervisor, and site address), Family Child Care Home details and program director and executive director information.

CAPSDAC Online Portal

The CAPSDAC Online Portal is the main portal that the Department of Education uses to collect information about classroom, staff and children for LEA CSPP contractors. Contractors must log-on to the CAPSDAC Online Portal to fulfill their CAPSDAC reporting requirements (password required).

Report is typically due on the 15th of the month following the end of the report period. Example: August 2025 report is due by September 15, 2024.

Contractors are responsible for certifying the entire data set for all CSPP children served including all CSPP children whether enrolled directly, through subcontracted sites, or through Family Child Care Home providers. Subcontractors do not certify their data separately.

Failure to certify your CAPSDAC data may result in an apportionment withholding.

NOTE: Continuous failure to certify may result in the placement of the agency on a conditional contract status. This includes certifying data  inaccurately or with falsified data, or if a contractor fails to submit any data for three consecutive months

CAPSDAC Submission:

OPTION #1

CAPSDAC Input/Edit: Manually add classroom, staff, and child information, assigning each to the appropriate CSPP site and classroom into the CAPSDAC Online Portal.

OPTION #2

CAPSDAC Electronic File Transfer: Generate & upload a specially formatted text file to the CAPSDAC Online Portal. The department’s CAPSDAC Resource Page contains CSV and Excel file templates that include the classroom, staff and child records data that must be reported. These templates also feature structured header rows that provide a clear framework for accurate recording of data.

NOTE: The Electronic File Transfer method is typically used by larger contractors that use a software vendor, or are able to format their data and files in the manner specified for upload.

Reporting “No Services”

CAPSDAC reporting is still required when services were not provided for an entire contract or program during a report month

Contractors must submit a repot indicating “No Services”

Data Submission Schedule

The CAPSDAC Data Submission Schedule Webpage contains a snapshot of the collection windows and certification deadlines.

• Official Submission Window: this is when contractors are able to input the data from the previous month into the CAPSDAC system.

• Certification Deadline: this is when contractors must certify the data inputted during the official submission window.

• Amendment Window: this is when contractors can adjust data if they realize changes are necessary after the certification deadline. 

• Certification Lock Date: this is the last day any changes can be made to data submitted during the official submission window and is the last day of the amendment window.

Resources & Updates

The CAPSDAC Support web page provides contractors with the user manual for successful data submission along with electronic file templates, submission schedules, and important dates related to CAPSDAC submissions. Furthermore, frequently asked questions about CAPSDAC are answered, slides from CAPSDAC webinars are available, links to the Management bulletin and updates webpage.

NOTE: CDE has launched the CAPSDAC Customer Service Portal where users can request technical assistance, ask questions, and track issues related to CAPSDAC. The CAPSDAC Customer Service Portal is accessed directly through the CAPSDAC Online Portal.

CAPSDAC 2.0 is upcoming and will add more files to fully implement the new reporting requirements!

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