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Managing CALPADS Program Records

Accurate program records help California schools document student eligibility, services, and participation. The most important first step is knowing whether CALPADS expects a record based on a student’s eligibility or their actual participation.

Eligibility records

Show that a student meets the criteria for a program—even when the student is not currently receiving its services.

Participation records

Show that a student is actually participating in, or receiving services through, a program.

Important 2026 updates

  • Homeless records must now close annually. Beginning with the 2025–26 EOY 1 submission, each record must end within the same academic year, no later than June 30. Create a new record from the next annual housing questionnaire.
  • Use the correct specifications. CALPADS v18.0 became effective July 1, 2026 for the 2026–27 academic year.
  • Title I schoolwide services are not submitted as individual SPRG records. Student-level Title I, Part A participation records apply to targeted-assistance services.
  • TK is reported through enrollment grade level TK. Do not rely on older tables that describe Transitional Kindergarten only as a program-participation record.
  • New collections use different files. Attendance Recovery is reported on STAS; Expanded Learning Programs are reported on the new LEAP file.

Eligibility program records

CDE guidance identifies the following programs as eligibility-based. Other programs generally should be reported only when the student actually receives services.

Program Start date End date Annual handling
Free or Reduced-Price Meal Use the applicable determination date from the approved application, direct certification, or other approved eligibility documentation. End no later than the last day of the school year or June 30. Close annually. Make a new eligibility determination each year. The prior-year 30-day carryover does not establish current-year CALPADS eligibility.
Gifted and Talented Education (GATE) Date the student was determined eligible. Date the student is no longer eligible under the LEA’s criteria. Do not close solely because the school year ended if eligibility continues.
Migrant Education Date eligibility began for the applicable eligibility period. Date the eligibility period expires or the student is determined ineligible. Do not close annually merely because the student returns. Eligibility generally lasts up to three years; submit a new record if eligibility is renewed.
Homeless Education Date the student was identified as experiencing homelessness. Date the student is no longer homeless or June 30, whichever applies. Close annually. Beginning in 2025–26, records must end within the same academic year. Submit a new record following the next annual housing questionnaire.
Section 504 Plan Date the student was identified as having an active Section 504 plan. Date the plan is no longer active. Do not close solely at year-end if the plan remains active. Keep the record aligned with the LEA’s current plan determination.
Armed Forces Family Member Use the qualifying active-duty date under the CALPADS FAQ rules; if necessary, use the permitted birthdate, school-year, or enrollment-date alternative. Date the student no longer qualifies. The record need not close annually, but the status should be reaffirmed at the beginning of each school year.

Participation program records

Participation records should reflect the dates on which the student actually received services. The following examples preserve the useful content from the original table while clarifying current reporting expectations.

Program Start date End date Annual handling
Language Instruction Program (LIP) Date participation in the specific LIP began. Submit LIP participation for every student participating—not only English learners. Date participation in that program ended. Do not close at year-end when the same participation continues. Reclassification alone does not require closure if the student remains in the program.
Title I, Part A—Targeted Assistance First date the student received targeted-assistance services. Date services ended or the last day of school. Close annually and submit a new record if services continue. Do not submit individual SPRG records for schoolwide Title I services.
Title I, Part D, Subpart 2 First date the student participated. Date participation ended or the last day of school. Close annually and resubmit if participation continues in the next academic year.
Pregnant or Parenting Program Date the student began receiving program services. Date the student stopped receiving services. Keep the record open while participation continues; close it when services end.
Opportunity Program First date the student participated. Date participation ended or the last day of school, as applicable. Confirm continued participation each year and follow the current code-set and program rules for closure.
California Partnership Academy First date the student participated. Date participation ended. Keep the record aligned with actual participation and close it when participation ends.

A practical quality-control routine

  • Confirm whether the code represents eligibility, participation, or a separate CALPADS collection.
  • Use the date supported by the source document—not a convenient upload date.
  • Review open records before Fall 1 and EOY certification.
  • Reconcile records against enrollment exits, annual determinations, and current services.
  • Check the current CALPADS code sets, file specifications, FAQs, and flashes before changing SIS rules.

Official resources

This article is a plain-language operational overview, not a substitute for current CDE specifications or local CALPADS policy. Requirements can change between reporting cycles; verify them before certification. Reviewed August 2, 2026.