DataVista
The Data Exchange Portal
A Guide for K12 SWP Data Partners
Link to download slides:
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Welcome & Quick Reminders
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Presenters
John Hetts
Executive Vice Chancellor of Research, Analytics, and Data
California Community Colleges Chancellor’s Office�
Paige Mustain
Dean of Economic and Workforce Development�
California Community Colleges Chancellor’s Office�
Erik Cooper
Project Director�
WestEd�
�
Michelle Kirk
Senior Product Portfolio Manager�
WestEd�
�
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AGENDA
1
K12 SWP & Why Your Data Matters
Program background, funding & report basics
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The Data Exchange Portal
What it is, who it's for & how to access it
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Getting Started & Submitting Data
Prerequisites, file requirements & upload steps
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Data Flow, Timing & What's New in 3.1
How submissions reach the Report, plus brief 3.1 highlights
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Demo & Q&A
Live walkthrough, then open questions
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Resources & Support
Guides for the Data Exchange & K12 SWP Report
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What's New in Release 3.1 (Brief Recap)
📊
New Metric Updates
60+ new metrics added across General Admit, Labor Market & Outcomes, CTE Outcomes Survey, Progress, Students, and Success categories
🔧
Existing Metric Updates
Fixes to metrics: addressing display issues, logic errors, and count inflation. TOP Code filter updated to support TOP 4 and TOP 6 code level search.
💡
New Insights Data View
Two new data views: Equity Charts (SEAP metrics by subgroup) and Labor Market & Employment Outcomes
📤
Data Exchange Portal
The focus of today's session — new portal for K12 SWP data partners to securely submit CALPADS data files directly to the Chancellor’s Office
Background: K12 SWP & Why Your Data Matters
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BACKGROUND
What Is K12 SWP?
The K12 Strong Workforce Program (K12 SWP) funds local educational agencies to develop, enhance, and expand high-quality Career Technical Education pathways.
Collaboration
K-12 schools, colleges & industry working together
CTE Pathways
Aligned to regional workforce needs
LEA Funding
Builds and expands high-quality programs
1,000,000
CTE Program Completers — Represents California's statewide goal and K12 SWP is part of how the state gets there.
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WHY IT MATTERS
Why Your Data Matters
The Report can only reflect data that has been submitted.
✓
Complete Submission
Shows fully in the Report
Counts toward your funding rounds
Tells your program's full story
✕
Incomplete Submission
Shows as a gap in your dashboard
Missing rounds or years of data
Program is under-represented
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THE REPORT
What Is the K12 SWP Report?
The K12 SWP Report lives inside DataVista and turns submitted CALPADS files into a picture of student outcomes.
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Metrics
in DataVista
Enrollment & Completion
Tracks enrollment, pathway completion, and early college credit
Industry Sectors
View outcomes by CTE sector and pathway
Point in Time and Trend Data
Allows investigation by rounds, years, and across time
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COVERAGE
What Data Is in the Report?
Student-level data aggregates upward, from individual schools to one statewide picture.
Statewide
Region
County
LEA
School
Who's Included — LEAs awarded K12 SWP funding that have submitted CALPADS data
Grade Levels — Aggregated data for students in grades 9 through 12
The Data Exchange Portal
From Submission to Report: Data Flow & Timing
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CALPADS ODS
LEAs download extracts
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Data Exchange Portal
Upload all 7 file types in one secure batch or each file individually
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DataVista Ingest
Files validated and ingested nightly
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K12 SWP Report
Aggregated by school, LEA, county & state
K12 SWP CALPADS files are due annually by November 1 — but the portal accepts submissions on an ongoing basis, and MOU status is tracked per school in your dashboard.
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What Is the Data Exchange Portal?
The Data Exchange Portal, accessible via the Data Views Navigation bar on the DataVista website, enables K12 Strong Workforce Program (K12 SWP) data partners to securely submit CALPADS data files directly to the California Community Colleges Chancellor’s Office — the data source behind the K12 SWP Report.
What This Tool Supports
Why Now
As of July 1, 2026, the Chancellor’s Office no longer accepts K12 SWP data submissions through Cal-PASS Plus.
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All Submissions must now go through the Data Exchange
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Why It Matters: Powering the K12 SWP Report
Submitting complete, accurate CALPADS data through the Data Exchange is what populates the K12 SWP Report — giving you visibility into program outcomes for your school, LEA, and region.
What You Submit
CALPADS extracts uploaded through the Data Exchange feeds directly into DataVista's data pipeline and are ingested nightly.�
Seven File Types — SENR, SINF, SPRG, SELA, CRSC, SCSC, and SCTE�
Three Academic Years — each submission should cover one year of the 3 required years
What You See in the Report
Your data will appear in the K12 SWP Report at our next release.�
Enrollment & Pathway Completion — aggregated 9th–12th grade participation and CTE pathway outcomes�
Industry Sector Breakdowns — by CTE sector, pathway, and funding round, viewable from school up to statewide
Who It's For & Prerequisites
The Data Exchange is built for K12 SWP awardees submitting required CALPADS files to the Chancellor's Office.
Who It’s For
Before You Start
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File Format Requirements
Files downloaded directly from CALPADS ODS already use this format and need no reformatting.
File Type Code | File Name |
SENR | Student Enrollment |
SINF | Student Information |
SPRG | Student Program |
SELA | Student English Language Acquisition |
CRSC | Course Section Completion |
SCSC | Student Course Section Completion |
SCTE | Student Career Technical Education |
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Troubleshooting & Getting Help
Most upload issues come down to file format or account setup. Here's how to resolve the most common ones — and how to reach us if you're still stuck.
Common Issues
Getting Support
For full guidance, see the DataVista – Data Exchange: How to Upload Data guide, or reach out directly.
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Support Email — datavista@cccco.edu
Data Exchange Demo
Creating Your Account & Signing In
Step 1 — Register
First-time users go to Data Views > Upload Data and select Get Started with an Account, using a work email tied to their school or district.
Step 2 — Domain Check
Personal email providers aren't accepted. Access is immediate if your domain is pre-approved; otherwise it's sent for review.
Step 3 — Confirm Your Email
First-time users confirm their account via a confirmation email before signing in for the first time.
Step 4 — Sign In
Return anytime at Data Views > Upload Data and select Sign In. Use Forgot your password? if needed.
Leave-Behind Reference
Uploading Your CALPADS Files
Step 1 — Prepare Your Extracts
Download your seven CALPADS ODS extracts — already caret-delimited, no reformatting needed.
Step 2 — Go to Upload Files
From your school's page in the Data Upload Portal, select Upload Files.
Step 3 — Drag, Drop & Submit
Upload all seven file types in one batch — no need to upload one at a time. Files will immediately appear as Uploaded or Error
Step 4 — Check Status
Uploaded files are validated nightly. Status will update to Done, Partial or Failed within 24 hours.
Leave-Behind Reference
Tracking Your Submission
Step 1 — View Upload History
See every file you've personally uploaded, filterable by year, file type, and status.
Step 2 — View School Dashboard
See all CALPADS files on record for your school from any user, shown as X/7 per academic year.
Step 3 — Report an Exception
If a file type doesn't apply, use Report Exception. Once approved, it's dropped from your expected total.
Step 4 — Nightly Updates
Uploaded files are ingested overnight; totals reflect the change the next day. Email confirmation. Support: datavista@cccco.edu
Leave-Behind Reference
Q&A
Please use the Q&A feature to submit your questions
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Resources for the Data Exchange & K12 SWP Report
Guides to help you submit data and get the most from your K12 SWP Report:
Data Exchange: How to Upload Data
Step-by-step guide to creating an account, uploading CALPADS files, and tracking submissions
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Stay in Touch
📢
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🌐
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for questions, feedback, and support
📧
Support Email
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datavista@cccco.edu
📋
Feedback Survey
Share your experience with this webinar. Survey link is in chat.
Thank you!
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