Skip to content
Printer-friendly version
Letter Head: Jack O'Connell, State Superintendent of Public Instruction, California Department of Education

June 11, 2008

Dear Selected CALIFORNIA BASIC EDUCATIONAL DATA SYSTEM (CBEDS) Coordinators:

CBEDS DATA CHANGES AND SUBMISSION PROCESS FOR THE FALL 2008 CBEDS

The CBEDS is a statewide database that is derived from an annual statewide data collection administered on the first Wednesday in October by the Educational Demographics Office of the California Department of Education (CDE). Local educational agencies (LEAs), including county offices of education and school districts, submit data on staff, students, and schools to the CDE. Three separate forms are used to collect these data: the County/District Information Form (CDIF), which gathers data on staff and students; the School Information Form (SIF), which collects staff and student data specific to schools; and the Professional Assignment Information Form (PAIF), which collects data on certificated staff from LEAs.

This letter includes a summary of the changes to the October 2008 CBEDS data collection. We are making you aware of these modifications now, so that your LEA will be prepared to report these data by “Information Day,” October 1, 2008. On this day, each LEA is responsible for collecting all CBEDS data and submitting the data to the CDE. As a California School Information Services (CSIS) state reporting LEA, your CBEDS data must be submitted through CSIS, with the exception of charter schools in your district that are not participating in your CSIS state reporting process. Enclosed with this letter is the CBEDS Coordinator Information Survey that will allow you to update your CBEDS coordinator information for 2008.


CBEDS Coordinator

We ask that each LEA designate a CBEDS coordinator. In a CSIS state reporting district, the CBEDS coordinator’s responsibilities will be to work closely with the CSIS coordinator in your LEA and verify the accuracy of the data submitted through CSIS. In some districts, the CBEDS coordinator and CSIS coordinator may be the same person. In many districts, CBEDS coordinators also respond to questions about CBEDS data from school district staff, other government agencies, the media, and the public.


October 2008 CBEDS Changes
PAIF Changes
  • Statewide Educator Identifier (SEID)
    In order to integrate teacher data currently housed in different data systems, SB 1614 requires the Commission on Teacher Credentialing (CTC) to assign and maintain a Statewide Educator Identifier (SEID) to all persons requiring a CTC credential to work in his or her position. The SEID is a 10-digit, numeric, randomly generated, non-personally identifiable number. The CTC has provided each County Office of Education, the SEIDs for all certificated employees working in the county. Each county and LEAs within the county must now work together to ensure that LEAs have received the SEIDs from the county. LEAs are then responsible for populating their local student information systems and human resources systems with the SEIDs in preparation for the fall 2008 CBEDS Professional Assignment Information Form (PAIF) submission. LEAs will be required to submit the SEID on the PAIF this fall; the CDE recognizes, however, that some lifetime credential holders will not yet have a SEID because their records are still being converted from microfiche to the CTC’s database. For these employees, the SEID field may be left blank. Submission of the SEID this fall will prepare LEAs for submission to CALPADS in the fall of 2009, which will require the SEID. The submission of the SEID in CALPADS will reduce the amount of teacher data currently collected on the PAIF because information, such as credentials and authorizations, will be provided by CTC.
  • Birth Date
    LEAs will be asked to report the birth date for all certificated staff required to submit a PAIF. On prior CBEDS collections, birth year was requested. This year, instead of birth year, the birth date will be collected on the PAIF. The birth date will be used to validate the Statewide Educator Identifier.
  • Teacher Credential/Authorization changes
    The pre-internship teaching authorization was removed from the list of authorizations. The provisional internship and the short-term staff permit were separated out from the emergency permit. The emergency permit was renamed teacher/emergency permit.

SIF Changes

Graduates and dropouts previously collected on the SIF form have been completely removed. These data will continue to be collected through the Annual SSID Maintenance.

CDIF Changes

The following changes were made to the Estimated Number of Teacher Hires section:

  • The Physical Education/Health/Dance subject area is now listed as three separate subject areas.

  • The English and/or Drama subject area is now listed as two separate subject areas, with the subject heading Drama changed to Theater.

CSIS State Reporting LEAs with Charter Schools not Participating in CSIS State Reporting Process

If your LEA has charter schools that are not participating in your CSIS state reporting process, the CBEDS coordinator will remain responsible for the submission of CBEDS data for these charter schools. The CBEDS coordinator’s responsibilities include distributing materials to schools, checking data prior to submission, and ensuring that data for these charter schools are returned to the CDE. We also ask that the CBEDS coordinator work with these charter schools to verify submitted data on the pre-certification Web site.

Submission of PAIF Data for Charter Schools Not Submitted through CSIS State Reporting

If your LEA has one or more charter schools that are not submitted as part of your LEA’s CSIS state reporting process, you will automatically receive the CD-ROM that contains the CBEDS PAIF Data Entry Assistant (DEA) software. Collect and submit the data required on the PAIF for all non-CSIS participating charter schools in your LEA using the CBEDS data entry assistant (DEA) software. There are instructions on using the CBEDS DEA software with non-CSIS participating charter schools at http://www.cde.ca.gov/ds/sd/cb/chartersubmission.asp. Please submit the PAIF data over the Internet by October 31, 2008.

Each submission of an LEA’s non-CSIS participating charter school information must include all of these schools in your LEA, so please ensure that individual charter schools do not use the CBEDS DEA software to submit their school’s data separately to the CDE.

Submission of SIF/CDIF Data for Charter Schools Not Submitted through CSIS State Reporting

This year’s SIF/CDIF data will be collected through the Online Public Update for Schools (OPUS), which is an Internet-based application that will include formatted data entry screens. Additional instruction on this new data submission process will be sent to you in late August.


CBEDS Coordinator Information Survey

Please update the enclosed coordinator information survey and send any changes to the CDE by Monday, June 23, 2008. We will continue to provide CBEDS notifications and updates via e-mail, so please verify that your e-mail address is accurate. Your CBEDS password to access the contact information survey update screens and the 2008 PAIF software is printed on the enclosed survey.

We encourage you to use the Internet to update your information at http://dq.cde.ca.gov/dataquest/coordlogin.asp.

If you do not have Internet access, our office address is preprinted on the back of the survey, so you may fold and return the survey by mail, or you may fax it to 916-327-0195.

If you have any questions regarding this letter or the survey, please contact the Educational Demographics Office at 916-327-0219.

Sincerely,



Karl Scheff, Administrator
Educational Demographics Office

KS:md
Enclosure

cc: County and District Superintendents.

Download Free Readers