END-OF-YEAR

End-of-Year (EOY) Submissions 

EOY 1 includes the following data:

• cumulative enrollment

• absence summary, including attendance recovery

• expanded learning program participation

• reclassified english learners

• homeless students

• student incidents

• program eligibility/participation

• special education and postsecondary outcomes for students with disabilities prior-year completers
  **EOY 1 requires SELPA certification

EOY 2 includes the following data:

• staff demographics (certificated staff after Census Day)

• course competion (7-12th grades, optional for 7-8)

• CTE participants & completers

• work-based learning indicators

• one-year graduate and completer counts 

EOY 1 Dates & Deadlines 

• EOY 1 Error-free by June 25

• EOY 1 LEA Approval Deadline: July 16

• EOY 1 Amendment Window through July 30

• FINAL LEA Approval Deadline & SELPA Certification: July 30

EOY 2 Dates & Deadlines 

• • EOY 2 Error-free by July 23

  • EOY 2 LEA Certification Deadline: August 16 (No Amendment Window)

  • Graduates entered by August 15 for cohort processing on August 17

EOY 1 Files 

• SENR - Student Enrollment: to closeout year end records

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

• STAS - Student Attendance

• SPRG - Student Program (for homeless students)

• SINC - Student Incident

• SIRS - Student Incident Result

• SOFF - Student Offense

• LEAP - Local Education Agency Program (Expanded Learning Programs) Reference

Special Education Files:

• SWDS - Students with Disabilities Status

• MEET - Special Education Meetings

• PLAN - Special Education Plans

• SERV - Special Education Services

• PSTS - Postsecondary Status (Special Education graduates from prior year)

Notes:

• 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).

• Several files must be submitted and posted in the order listed; it’s important to note the file processing method for each.

• SWDS, PLAN, SERV, MEET, and PSTS files are posted to CALPADS from the Special Education System (SEIS). Files must be submitted and posted in the order listed, except for PSTS.

EOY 2 Files 

• SENR - Student Enrollment (to closeout records for summer grads)

• SDEM - Staff Demographics

• CRSC - Course Section Completion

• SCSC - Student Course Completion

• SCTE - Student Career Technical Education

• WBLR - Work-Based Learning 

Note: Some files must be submitted and posted in the order listed; 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 student enrollment updates.

    - communicate with the registrar, so no student misses CAASPP testing.

    - it can take up to 24 hours for CALPADS data to post in the Test Operations Management System (TOMS).

• Post SINC, SIRS, SOFF (discipline) and STAS (attendance) 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'.

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