CAPSDAC Extracts Configuration
BETA: These extracts are still a work in progress, and are being provided to allow LEAs to at least start making these monthly submissions. Please verify and edit these extracts inside the CAPSDAC system to make sure they fully reflect the activities at your schools for the reporting month. We will be continuing to add tables/fields as needed to fully comply with the evolving requirements from CAPSDAC.
Overview
Recently, a new reporting system for families and children that received Early Learning and Care Division subsidized services has been adopted by the CDE,, the California Preschool Data Collection (CAPSDAC) system. It was designed to comply with the new requirements of Education Code (EC) Section 60910, mandating the collection of student, family and educator information, similar to those collected for students in TK-12 via CALPADS, for all students enrolled in California State Preschool Programs (CSPP).
CAPSDAC Extract process was added to Aeries and can be found under the Imports and Exports note of the School Info tree. It is designed to allow LEAs to create the three monthly comma-delimited text files that meet the specifications of the file format as defined by the California Department of Education's Early Childhood Development Division. The CAPSDAC File Format Specifications can be found at the following website.
https://www.cde.ca.gov/sp/cd/ci/capsdacusermanual.asp
Important Preparation Steps ↑
At this time the following steps MUST be taken to be sure these extracts work properly.
- Verify all schools with State Preschool students are selected on the CAPSDAC Extract page in the Extract Schools section.
- On the Courses table, under the Other tab, populate all State Preschool courses with a Core/Proficiency (CRS.CP) code of "P" (This is a temporary workaround utilizing this retired field until we can add a specific field/code to indicate that a specific course is designated as a CA State Preschool Course)
CAPSDAC Extracts Configuration ↑
Navigate to School Info > Imports and Exports > CAPSDAC Extracts.
The CAPSDAC Extract Configuration page provides a listing of all schools in the district. The listing will allow you to select which schools are to be included in the CAPSDAC extracts. Place a check mark by the schools that will be included in the extract. Click on the Save button to save the schools selected.
To extract the CAPSDAC files, select the Submission Date and click the Run icon. The extract will begin processing.
An Alert notification will display indicating that the CAPSDAC Extract has completed.
Downloading the Files ↑
All CAPSDAC extract files processed will be listed in the CAPSDAC Extracts window. To download a file click the Download icon to the left of the desired CAPSDAC Extract file.
Once all 3 files are downloaded, they are ready to upload into the CAPSDAC.org website. You will be prompted to log in with your Microsoft credentials. If you do not have a Microsoft credential explicitly for CAPSDAC reporting, contact your LEAs Preschool Administrator and request an account.
NOTE: It is important to NOT open the file in Excel after downloading the extract. Opening the file can cause loss of data formatting and can result in errors when uploading to CAPSDAC. If desired, open the file in Notepad++ if you wish to hand-edit the file. Be sure to save as a comma-delimited file (.csv)