The CAPSDAC reports are California Department of Education (CDE) procedures for Local Educational Agency (LEA) California State Preschool Program (CSPP) contractors to collect child data for each child enrolled as well as educator data in a CSPP operated by an LEA; including applicable data elements that are collected for children in Transitional Kindergarten as well as applicable data that are collected for educators in the K–12 classroom setting.

• Reporting is required if the agency is an LEA and has a CSPP contract.
• The CAPSDAC encompasses 3 separate reports: Classroom Data, Child Data, and Staff Data.
• The California Preschool Data Collection (CAPSDAC) system will be established to collect this data in the form of monthly CAPSDAC data submissions. The CAPSDAC will be live for all LEA CSPP contractors by July 1, 2024.

CAPSDAC Data Definitions

The following instructions will guide you through configuring each section:

Configuring Staff Users

1. Navigate to the Admin Module and select Users.

2. Input the following mandatory fields in the Users' Profile tab.

• Staff Last Name
• Staff First Name
• Staff Gender

NOTE: The CAPSDAC Staff report contains Middle Initial, Race and Ethnicity columns not collected in CareConnect and will return these columns blank as allowed by CDE.

3. Next, navigate to the CAPSDAC tab to input the following mandatory fields. 

• Staff Role
• Staff Highest Degree
• Staff Years Experience in LEA
• Staff Waiver
• SEID (optional if Teacher role waiver status is Yes, or role is Aide)
• Staff Permit/Credentials
• Staff Date of Birth

4. Finally, navigate to the Settings tab to identify the user's assigned classrooms:

 

Configuring Classrooms

*Note: The site Classroom ID must be populated in the state CAPSDAC system and match the CareConnect Classroom ID field entry. Locate the 'Add Classroom' button in CAPSDAC.

1. Navigate to the Admin Module and select Sites.

2. Click on the site with the classroom that needs to be reported in the CAPSDAC report.

3. Here you will add the following item in the Profile sub-tab.

• LEA Provider CDS Code  - The CDS code is assigned to the preschool site and each site code under your agency will be unique. To find this, login to CAPSDAC and select a preschool site from the drop down menu. Your CDS code will be located right below it.

4. Next, select the Classroom tab and click on the classroom. Here, you will add the following mandatory fields.

• Classroom ID (Must be unique for each class)
• Classroom Name
• License Type
• Language(s) Used – Lead Teacher
• Language(s) Proficient – Lead Teacher
• Language(s) Used – Other Program Staff (Optional if no Role > Aide exists)
• Language(s) Proficient – Other Program Staff (Optional if no Role > Aide exists)
• Language Program Type

Configuring Family Profile

Configuring the family profile information involves several sections within CareConnect:

1. In the Student Module, select Site Enrollment.

2. Select the child in the Student Profile and go to the Personal Info tab.

3. Edit to input the following mandatory fields and click Save when done.

• Student ID
• Child Last Name
• Child First Name
• Child Middle Initial (optional)
• Child Gender
• Child End Date (if applicable)
• Child Date of Birth
• Child Country of Birth 
• Child State of Birth (if not USA, Canada, USVI or Mexico, leave blank)
• Child City of Birth
• Child Ethnicity
• Child Race

NOTE: If the child is in Status: Active, the CAPSDAC End Date of Enrollment column will default a blank report entry. Set all children who no longer attend to Status: Inactive, and populate the End Date field with the last day of care. (An inactive status does not remove the child from family size count.)

4. Scroll down to the Parent/Guardian section.

5. Select each parent/guardian (biological, foster and guardians) and click Edit to add the following mandatory fields. Click Save when completed.

• Parent A and B Last Name
• Parent A and B First Name
• Parent A and B Middle Initial (optional)
• Parent A and B Education
• Parent A Preferred Language
• Parent A and B  Address 
• Parent A and B City
• Parent A and B  State
• Parent A and B  ZIP Code + 4 digits

NOTE: The CAPSDAC Child report contains Mailing Address columns not collected in CareConnect and will return these columns blank as allowed by CDE.

6. Next, select the Eligibility tab. Within this tab, select the Students sub-tab and input the following mandatory fields.

• Basic: Start Date
• Basic: PLIS/CAPSDAC Start Date 
• Basic: Date of Instrument
• Basic: If DLL is Yes, Teacher Designated Dual Language Learner must be populated. If DLL is No, leave blank.
• Basic (required) and Category (if applicable): Dual Language Learner 
• Category: Eligibility Category (if applicable)
• Language: If not DLL, This must be English
• IEP or IFSP: Child Has/Doesn’t Have IEP/IFSP 
• Home Language: Child Home Language(s)
• Most Used Language: Child Most Used Language

8. Once done, go to the Family sub-tab.

In the Basic section, scroll down and click Edit  to add the following mandatory fields and click Save.

• EESD 9600 / CCD 26 Eligibility Type
• Reason For Receiving Child Development Services
• Cash Aid

Scroll down to the Family Income section. Add the following two items, even if income is $0.

• Family Size
• Family Monthly Income

CAPSDAC Report

When it's time for CAPSDAC reporting, CareConnect will pull all data configured in the Users, Classroom, and Family Profile sections into the CAPSDAC report.  

To generate the CAPSDAC report:

1. Start from the Students Module:
Navigate to the Reports section and locate CAPSDAC.

2. Explore the CAPSDAC Report Tabs.
You will find three tabs: Classroom Records, Staff Records, and Child Records.

3. Generating Reports:
In each section, you will see a +Generate option. Click on it.

A pop-up window will appear. Select the following:

• Program
• Site and Classroom
• Report Month From
• Report Month To

Click Generate.

4. Processing Time:
CareConnect may take a few minutes to calculate the CAPSDAC data depending on the volume. Click the refresh icon to preview the calculated data.

 

5. Viewing CAPSDAC Data:
The calculated CAPSDAC details will be grouped by Sites and Classrooms. The user who initiated and last modified the calculation will be listed in the CAPSDAC generate details.

To filter the details, use the filter option at the top right or on each column header.

6. Accessing Report Details:
Press the green arrow to view the report details.

7. Editing CAPSDAC Records: To edit a specific CAPSDAC record (Class, User, or Child), select View & Edit next to the individual record.

In the edit window, you can overwrite all pre-calculated data as needed. Select Save once done. This will update the report file only, and not the family record.

8. Exporting CAPSDAC Data:
When ready to export the CAPSDAC data, select Export. You can then print or save the data for submission.

For successful submission, the CSV file cannot be user manipulated. All data should be corrected in the appropriate CareConnect record field or in the report Edit screen prior to selecting to Export to CSV. Any files that are user edited after export will need to be reformatted prior to submittal to the state system or will return a format error failure.

9. Repeat the Process:
Follow this process for each of the three sections: Classroom Records, Staff Records, and Child Records.

Resources:

User Manual: www.cde.ca.gov/sp/cd/ci/capsdacusermanual.asp
Data Submission Due Dates: https://www.cde.ca.gov/sp/cd/ci/capsdacsubmissonschedule.asp
CAPSDAC Webinars: https://www.cde.ca.gov/sp/cd/ci/capsdacwebinars.asp
CAPSDAC Support: https://www.cde.ca.gov/sp/cd/ci/capsdacsupportlanding.asp