Frequently Asked Questions for School Administrators
Submitting Data

When are schools required to submit data?

Reports due on or before the following dates:

  • Nov. 9 and 23
  • Dec. 14 
  • Jan. 11 and 25
  • Feb. 8 and 22
  • March 8 and 22
  • April 12 and 26
  • May 10 and 24
  • June 14
  • All reports are due by 5 p.m.

 

How far in advance can I submit my report?

Reports may be submitted beginning on the Monday preceding of the dates listed above.

 

My data hasn’t changed since my last report. Do I still need to submit a new report

You are required to submit a new report each time. Data from previous reports will not be carried over.

 

What time period should I base my report on?

The report should be based on the week in which you submit your report.

 

How should a school handle reporting when submissions are due while the school is on a scheduled break?

With the exception of December 2020, all reports are due on or before the second and fourth Monday of each month. When a report is due during a scheduled break, please base the report on the week that precedes the break.

 

Do schools need to account for absences?

Reporting attendance is not required or recommended.

  • For students, base your report on the number of students who are scheduled into each of the three learning formats (full-time in-person, hybrid, distance) as their regular instructional program.
  • For employees, base your report on the number of employees who are regularly scheduled to work in person on a school site for any portion of their assignment.

 

How are the following defined?

Students
  • The public health order specifies schools serving students grades TK-12 inclusive.
  • Please base your reports on the number of students in grades TK-12.
  • Students enrolled in preschool programs should not be included.
Full-time in-person learning
  • These students are scheduled to receive 100% of their instructional program from a teacher who is in the same physical location as the students.
  • Virtual instruction and/or independent learning are not used in this learning format.
  • Cohorts/schools that have been temporarily shifted to distance learning for quarantine should be reported as part of "distance learning" totals until they return to in-person learning.
Hybrid learning
  • Students in hybrid learning are scheduled to participate in a mix of in-person and distance learning in any proportion.
  • School enrichment programs (ASES / ASSETS), childcare programs, individual assessments, and other special services that do not involve a teacher providing instruction to students in the same physical location as the teacher are not considered in-person learning.
  • Cohorts/schools that have been temporarily shifted to distance learning for quarantine should be reported as part of "distance learning" totals until they return to hybrid learning.
Distance learning
  • Students in this learning format do not regularly receive instruction from a teacher who is physically located in the same place as their students.
  • Cohorts/schools that have been temporarily shifted to distance learning for quarantine should be reported as part of "distance learning" totals until they return to in-person or hybrid learning.
Employees
  • Base your report on the number of school/district employees who are regularly scheduled to work in person on a school site for any portion of their assignment.
  • Do not include substitute employees unless they are covering a vacant position.
  • Do not include employees of contracted providers.
  • Do not include volunteers.
  • Count each employee only once. If an employee works at multiple school sites, count them only at the site where they work the most hours.
  • Do not report part-time employees using fractions. Count individuals as opposed to FTEs.
Onsite at a school
  • Include employees who are scheduled to be physically present/work on a school campus for any portion of their assignment.
  • Students do not need to be physically present at the school.
  • Employees who work at non-school facilities such as district offices, professional development centers, or maintenance facilities, should not be included.    
     

Does this new reporting replace the former reporting for the 7th and 23rd of the month?

Yes. Please ensure from this point forward you are using this form to report your student and staff numbers.

 

What if there’s an error in my data?

If you believe the data for your school or district is incorrect, please email reopening@sdcoe.net.

 

What happens if I don’t report for my school(s)?

Missing data will appear as blank next to schools that have failed to report. A footnote on the webpage will inform users that blanks indicate missing data.
District totals will be calculated from their school reports, so district schools that fail to report will negatively impact the accuracy of the district’s totals.
Ultimately, the public health order is a legally enforceable order. “Any person who violates or who refuses or willfully neglects to obey this regulation is subject to fine, imprisonment, or both. (Government Code section 8665)”

 

What should I do if my school is not listed on the dashboard?

Sometimes the name a school is commonly known by isn’t an exact match for the name registered with the California Department of Education. If the school name includes words that can be abbreviated, look for them spelled them out (Saint vs. St.), or using the abbreviation. Schools named for people (Lincoln) sometimes include the full name of the person (Abraham Lincoln).

 

If you are unable to find the school you’re looking for, please email reopening@sdcoe.net for assistance.

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