[CA] CALPADS Rollover Checklist

CALPADS Update Flash #304 shared a short but important CALPADS rollover checklist for the transition from 2024–25 to 2025–26.

The dates in this Flash have passed. However, the core lesson still applies: year-end rollover can remove access to reports and change which students appear in Direct Certification results. Teams should identify, save, and review key data before the system moves to a new academic year.

For current requirements, use the CDE CALPADS calendar and current CDE guidance.

What LEAs Needed to Complete Before July 1, 2025

These tasks took little time. Still, they protected information that may not remain available after rollover.

Save the Former Foster Youth Report

Report 5.9 lists actively enrolled students who were identified as foster youth during the school year but no longer held that status when the report ran.

On July 1, 2025, CALPADS refreshed the report for the new academic year. As a result, the report no longer displayed the 2024–25 list.

LEAs that needed the prior-year data had to download the report as a CSV file or save a copy before June 30.

This is a useful reminder for every rollover: do not assume a real-time report will preserve a historical view. Instead, confirm which reports reset, then save the records your team may need for follow-up, program review, or local documentation.

Review Direct Certification Results Before Exiting Students

Flash #304 also reminded LEAs to download 2024–25 Direct Certification results before rollover if they needed to track those students.

Direct Certification counts can change after year-end exits. Students exited with most codes no longer appear in matching until the LEA posts a new enrollment record for the next school year.

However, students exited with these codes remained in Direct Certification matching because CALPADS expected them to return:

• E155 — Year End Enrollment Exit
• E156 — Grade 12 Continuing

Therefore, a lower Direct Certification count in July or August did not always mean that eligibility data was missing. It could mean the LEA had not yet posted new enrollment records for returning students.

Why Rollover Planning Matters

A year-end rollover affects more than the CALPADS coordinator. It can affect nutrition services, foster youth liaisons, enrollment staff, student information system teams, and program administrators.

A reliable process gives each team time to identify what they need before the new academic year starts.

Before rollover, ask:

• Which reports will refresh or no longer show prior-year data?
• Which teams need a saved copy of those reports?
• Have we downloaded the Direct Certification results we may need?
• Do staff understand how year-end exit codes affect summer matching?
• Who will confirm that new enrollment records post on time?

Build a Repeatable Rollover Process

A strong rollover process is not a last-minute download. It is a coordinated review.

First, identify reports that reset. Next, assign an owner to export and store each needed file. Then, confirm year-end exit practices with enrollment staff. Finally, review Direct Certification results after new enrollment records post.

That process protects continuity across school years and reduces confusion when counts change.

For the original historical notice, review CALPADS Update Flash #304.

Need help building reliable rollover, enrollment, or reporting workflows? Explore MeasureED’s CALPADS support services or contact our team.