END-OF-YEAR

End-of-Year Submission Overview (**Changes coming in 25-26**) 

The EOY submission consists of four separate data collections to capture the following:

• EOY 1: course competion (9-12th graders and optional for 7-8th); CTE participants, concentrators & completers; and work-based learning indicators

• EOY 2: program eligibility/participation 

• EOY 3: student incidents, cumulative enrollment, absence summary, graduate and completer counts, reclassified english learners, and homeless students

• EOY 4: special education and postsecondary outcomes for students with disabilities prior-year completers

NOTE: EOY 1 & EOY 3 require SELPA certification

24-25 EOY Dates & Deadlines 

• Error-free by July 11

• LEA Certification Deadline: July 25

• Amendment Window: July 26-August 8

• FINAL Certification Deadline & SELPA Approval (EOY 3 & 4): August 8

• Graduates entered by August 15 for cohort processing

EOY 1 Files 

• SDEM - Staff Demographics

• CRSC - Course Section Completion

• SCSC - Student Course Completion

• SCTE - Student Career Technical Education

• WBLR - Work-Based Learning 

**Files must be submitted and posted in the order listed, and it’s important to note the file processing method for each. 

EOY 2 File 

• SPRG - Student Program 

EOY 3 Files 

• SINC - Student Incident

• SIRS - Student Incident Result

• SOFF - Student Offense

• STAS - Student Attendance

• SPRG - Student Program (for homeless students)

• SELA - Student English Language Acquisition: to update any RFEP & ADEL

• SENR - Student Enrollment: to closeout year end records

**Files must be submitted and posted in the order listed, and it’s important to note the file processing method for each.

***SENR records must only be closed at the end of the school year. Keep them open if students are still testing (ELPAC and/or CAASPP).

EOY 4 Files 

• MEET - Special Education Meetings

• SWDS - Students with Disabilities Status

• PLAN - Special Education Plans

• SERV - Special Education Services

• PSTS - Postsecondary Status

**EOY 4 files are posted to CALPADS from the Special Education System (SEIS). Files must be submitted and posted in the order listed, except for PSTS. It’s important to note the file processing method for each. 

Best Practices Prior to EOY Deadline

• Post SENR, SELA, and Special Education files frequently before and during ELPAC & CAASPP testing. Also consider: 

    - sometimes files should post daily for districts with frequent enrollment updates

    - communicate with the registrar so no student misses testing

    - it can take up to 24 hours for CALPADS data to post in TOMS

• Post SINC, SIRS, SOFF (discipline) files well before staff leave for summer break so they can assist with corrections.

• Use the Data Discrepancies tool in CALPADS to prevent fatal errors.

• English Learners (ELs) should be reclassified by May 15 to count toward this school year.

• Prepare for SIS rollover and post final attendance file after rollover (to populate E155 exits) before certifying EOY 3.

• NOTE: Returning 5th year seniors should be exited with E156.