[CA] EDCS Reporting for ASVAB and SSCE

CALPADS Update Flash #271 introduced EDCS reporting for the Armed Services Vocational Aptitude Battery, or ASVAB, and the State Seal of Civic Engagement, or SSCE.

The Flash covered the 2023–24 collection cycle, so its dates have passed. However, the change it introduced still matters: CDE uses the Education Data Collection System, or EDCS, for data collections that operate outside the main CALPADS submission process.

For current deadlines and file instructions, always use the CDE EDCS page.

What Changed in 2024

Before EDCS, CDE collected some temporary or specialized data through separate systems.

Flash #271 moved ASVAB reporting to EDCS. It also introduced EDCS as the collection point for SSCE student data.

The ASVAB reporting requirements did not change at that time. Instead, LEAs changed where they submitted the data.

CDE has continued to use EDCS for ASVAB and SSCE collections. The system also now supports the Supplemental SUN Bucks Collection. Therefore, LEAs should treat EDCS access and ownership as an ongoing reporting responsibility.

Assign a Clear EDCS Owner

CALPADS LEA Administrators receive EDCS access. However, the administrator does not need to submit every collection personally.

Instead, the LEA can authorize another staff member to manage EDCS uploads. This decision should match the work itself.

For example:

• A college-and-career staff member may coordinate ASVAB results.
• A counselor or graduation team may prepare SSCE records.
• A nutrition or data team may manage SSBC submissions.
• A CALPADS administrator may oversee access and data-quality checks.

First, identify who owns the source data. Next, confirm that person has EDCS access. Then, establish an internal review before the final submission.

Prepare ASVAB Data Before Uploading

ASVAB reporting requires coordination between school sites and the staff who manage EDCS.

In many LEAs, career technicians, counselors, or principals receive ASVAB results from the test administration process. Before uploading, the LEA should confirm that each record includes the correct SSID and required student information.

A reliable ASVAB workflow includes:

1. Collect ASVAB results from school sites.
2. Match each student to the correct SSID.
3. Check the file for missing or incorrect identifiers.
4. Upload the file through EDCS.
5. Review the submission result and resolve errors promptly.

Accurate SSIDs matter because they connect the reported result to the correct student record.

Report State Seal of Civic Engagement Recipients

LEAs that participate in the SSCE program report individual students who earned the seal through EDCS.

For the 2023–24 collection, CDE requested:

• The student’s CDS code
• Statewide Student Identifier
• Local student identifier
• Grade level
• Reporting academic year
• The document that received the seal, such as a diploma, transcript, GED certificate, or Certificate of Completion

The SSCE insignia request remains a separate process. In other words, reporting recipient data through EDCS does not replace the process for requesting seals.

Build an EDCS Reporting Calendar

EDCS collections often involve staff outside the CALPADS team. Therefore, LEAs should build internal deadlines before CDE’s published close date.

A practical EDCS calendar should include:

• A date for school sites to submit source records
• Time for staff to match SSIDs and validate files
• An internal deadline for the EDCS upload
• Time to fix rejected records
• A final confirmation that the collection is complete

This structure reduces last-minute access requests and gives data owners time to correct problems.

Use Current Instructions for Current Collections

The 2024 ASVAB and SSCE dates in Flash #271 are historical. CDE’s collection windows, access rules, and file instructions can change from year to year.

Before submitting data, review the current EDCS access instructions and the program-specific guidance on CDE’s EDCS page.

For the original historical notice, review CALPADS Update Flash #271.

Need help organizing cross-team data workflows or preparing for California reporting deadlines? Explore MeasureED’s CALPADS support services or contact our team.