California Physical Fitness Test (PFT)


The Help Center provides answers to the frequently asked questions about the PFT including problems logging into the District Portal, retrieving your password, and properly preparing the PFT data for submission by the June 30 deadline.
Home >

Help Center

PFT Help Desk

Questions and Answers

For answers to questions not listed here and access to other important information and resources, download the PFT Coordinator Manual available on the PFT Resources page.

Contacts

Whom should I contact with questions about Physical Fitness Test (PFT) data submission or passwords?

If you forgot your PFT password, you may request it be resent to the PFT Coordinator by selecting the Forgot Your Password? link on the District Portal box of the California PFT Web site. For other questions about PFT passwords or the data submission process, contact the state contractor, the San Joaquin County Office of Education PFT Help Desk (preferred) or by phone at 888-852-9681. (Please Note: Passwords cannot be provided by phone so please Email the PFT Help Desk for ALL password requests.)

Whom should I contact with questions about Physical Fitness Test (PFT) test administration or policies?

For PFT administration or policy questions, contact the California Department of Education High School and Physical Fitness Assessment Office by e-mail at pft@cde.ca.gov or by phone at 916-445-9449.

Whom should I contact with questions about physical education programs and curricula?

For questions about physical education programs and curricula, contact Michael Lee, Education Program Consultant at the California Department of Education. Michael can be reached by phone at 916-323-5798 or by e-mail at mlee@cde.ca.gov.

Login and Passwords

We are a new local educational agency (LEA). How do we obtain a password to log on to the District Portal?

A new LEA must submit a coordinator designation form to obtain a password. This form is found on the California Physical Fitness Test (PFT) Web site on the lower left-hand side of the screen. Here you will find a link to the current year PFT Coordinator Designation form. Select this link and then enter the County Code, District Code, and Charter Number for your LEA. Select the Search button. On the next screen, review and complete the information required on the designation form. When you are done, select the Save Changes button at the bottom of the page. A link to the information submitted on the form is then e-mailed to the Superintendent or Charter School Administrator for approval. Once the Superintendent or Charter School Administrator approves the coordinator designation information, your login information, including a password, will be e-mailed to the Superintendent or Charter School Administrator, PFT Coordinator, and Alternate PFT Coordinator (if one has been provided).

How can I find the County Code, District Code, and Charter Number needed to complete the coordinator designation form and log on to the District Portal?

If you forgot your County and District Code you can look up this information on the CDE California School Directory Web page. The four-digit Charter Number for an independent charter school can also be found on the CDE California School Directory Web page or on the CDE Charter School Database. School districts and county offices of education use four zeros (i.e., “0000”) for the Charter Number.

How can I retrieve my password to log on to the District Portal?

If you are missing your Physical Fitness Test (PFT) password, go to the California PFT Web site. Here you will find a blue Forgot Your Password? link in the District Portal box, which is on the lower right-hand side of the screen. Select this link and fill in the County Code, District Code, and Charter Number for your local educational agency (LEA). (School districts and county offices of education use four zeros [i.e., “0000”] for the Charter Number.) Next, select the link to request a password. The password and login information will be sent to the Superintendent or Charter School Administrator, PFT Coordinator, and Alternate PFT Coordinator listed on the designation form for your LEA.

How do we update the contact information for our local educational agency (LEA) and obtain login information for the secure District Portal of the California Physical Fitness Test (PFT) Web page if we have a change in Superintendent or Charter School Administrator, PFT Coordinator, or Alternate PFT Coordinator for our LEA?

If you have a change in any of your coordinator designation form information, you must resubmit a new coordinator designation form. This form is found on the California PFT Web site on the lower left-hand side of the screen. Here you will find a link to the current year PFT Coordinator Designation form. Select this link and then enter the County Code, District Code, and Charter Number for your LEA. Select the Search button. On the next screen enter the current password for your LEA and select the Login button. Update the information to complete the new designation form. When you are done, select the Save Changes button at the bottom of the page. The new information will be e-mailed to the Superintendent or Charter School Administrator for approval. Once the Superintendent or Charter School Administrator approves the new coordinator designation information, the new login information, including a password, will be e-mailed to the Superintendent or Charter School Administrator, PFT Coordinator, and Alternate PFT Coordinator (if one has been provided).

Our local educational agency (LEA) has an Interim Superintendent or Charter School Administrator who is not indicated on the California School Directory. What do we need to do to submit our Physical Fitness Test (PFT) Coordinator Designation form and ensure the PFT password is not deactivated?

The Superintendent or Charter School Administrator provided on the online PFT Coordinator designation form must match the Superintendent or Charter School Administrator for the LEA, as identified on the California Department of Education California School Directory Web page. If the information does not match, even for interim superintendents and charter school administrators, the password will be deactivated until the LEA updates this information on the California School Directory. Once the interim position is finalized, this information will need to be updated again on the California School Directory, and you will need to resubmit the online PFT coordinator designation form.

Data Collection

Are local educational agencies (LEAs) required to use scannable forms for collecting and recording student Physical Fitness Test (PFT) results?

Scannable forms are not required for the administration of the PFT. LEAs may purchase these materials and related services from vendors. The PFT Resources document includes a list of vendors and is located under PFT Assistance for Local Educational Agencies on the CDE PFT Program Resources Web page. A sample student data collection form is also available for collecting and recording student PFT results. This form can be downloaded from the PFT Resources Web page.

Where can we purchase the manual and compact disc (CD) needed for the Physical Fitness Test (PFT) administration?

The FITNESSGRAM Test Administration Manual, which can be purchased from US Games, includes a CD for the Progressive Aerobic Cardiovascular Endurance Run (PACER), as well as cadences for the Curl-Up and Push-Up. To order the manual and CD, go to FITNESSGRAM Manual or contact US Games by phone at 1-800-327-0484. At a minimum, the local educational agency should purchase one copy of the manual for each school that administers the PFT.

Data Submission

Which students must be tested and reported for the Physical Fitness Test (PFT)?

By law (California Education Code Section 60800), all public local educational agencies (LEAs) in California are required to administer the PFT annually (February 1 through May 31) to all students in grades five, seven, and nine and to report data whether or not the student was fully tested, partially tested, or not tested at all. Students with disabilities should be given as much of the test as they are physically able to complete.

Who is responsible for submitting our Physical Fitness Test (PFT) data?

The designated PFT Coordinator of the local educational agency (LEA) is responsible for ensuring the data has been uploaded or entered through the District Portal by the June 30 deadline, regardless of whether or not the LEA uses a vendor to collect the data and prepare the file for submission.

Will there be an option for vendors to upload data for the local educational agencies (LEAs)?

No. The designated LEA PFT Coordinator is responsible for ensuring the data is uploaded or entered through the District Portal by the June 30 deadline.

How do I submit my student data to the California Physical Fitness Test (PFT) Web site?

Once you log on to the secure District Portal, there are two different options available for submitting your data. These options, Data Entry and Data Upload are described below. The San Joaquin County Office of Education also provides an online data submission module posted on the California PFT Modules, Videos, and Training Web page.
  • Data Entry – Student data is entered one record at a time onto a secure Web data collection form. This is a good option for local educational agencies with small numbers of students. The data is checked for errors during data entry and is available for immediate review after submitting the data for each student. The Data Entry application is available only from February 1 to June 30.
  • Data Upload – Files are uploaded in tab-delimited or tab-separated formats. Once the file is uploaded, the file and data are checked, and the PFT Coordinator is notified via e-mail that the file was accepted, the number of accepted student records, the number of duplicates, and the number of student records with errors and/or warnings. The Data Upload application is made available during all data submission windows. By February 2014, a new enhanced upload option will be available for submitting PFT data files, which will allow PFT coordinators to directly submit electronic test data from a FITNESSGRAM 9 or 10 file and demographic data from a Science CST pre-ID file. More information on this enhanced data upload option will be sent out by February 2014.

How can I verify that data has been entered or uploaded for my local educational agency?

Once you login to the secure District Portal, the first sentence at the top of your home screen displays the status of your data just beneath the Welcome message. You may also print a message confirming the current number of student records and student records with errors or warnings in the system using the Physical Fitness Test (PFT) Confirmation Web page hyperlink.

I have uploaded my student data. How can I verify which student records are included and view these records?

Once you log on to the District Portal, select the Student List application at the top of the page. The records you have added for the current reporting cycle will be displayed. To sort the data in the student list, select a column heading (i.e., Student, School Code, Statewide Student Identification [SSID], Errors, and Warnings]. Select the file folder icon to the far right of each student record to view that record.

Do I need to upload all of our student data at one time and in one file?

No. Provided the data is submitted within the designated data submission window, the data for a local educational agency (LEA) can be submitted in parts (e.g., by grade, by school). Some LEAs submit part of the data using Data Entry and the other part of the data using Data Upload. Keep in mind that the system will not accept any duplicate student records (i.e., determined on the basis of student first name, last name, and SSID) found in multiple submissions. In addition, Physical Fitness Test coordinators should periodically review and verify the data in the Student List until their submissions are complete.

Do I need to have the 10-digit Statewide Student Identifier (SSID) for all the student records at the time I upload the file?

The system will assign a warning flag to any student record without an SSID. These student records may be subsequently updated with the students’ SSIDs once they become available. In addition, the enhanced Data Upload application, coming in February 2014 and mentioned above in the answer to How do I submit my student data to the California Physical Fitness Test (PFT) Web site?, does require SSIDs in order to match students’ demographic data to their FITNESSGRAM test data. Therefore, it is strongly recommended that SSIDs be included for all students at the time the data is submitted.

In the Data Upload tab of the PFT Manager, I see a link for the Template Generator and Template Files? What are these applications?

The Template Generator and Template Files are only available to Physical Fitness Test (PFT) Coordinators once they log in through the secure District Portal of the California PFT Web site. The Template Generator generates a PFT Excel student data template with the data filled in from fields in an uploaded FITNESSGRAM 8 or 9/10 file or Science CST pre-ID file. The PFT Manager includes a link to instructions for using the Template Generator. The Template Files application provides a link to the files generated using the Template Generator. These two applications are designed to assist with preparing the PFT student data file for submission to San Joaquin County Office of Education (SJCOE). More information about these applications can be found on the Template Generator Instructions document. Data Upload is then used for submitting the completed PFT student data template file to SJCOE.

How to we submit data for students who are tested after we submitted our Physical Fitness Test (PFT) student data file to San Joaquin County Office of Education?

You have three options for adding students to the data submitted for your local educational agency, as follows:
  • Use Data Entry to add in the data for the new students. You can use Data Entry even if you submitted your initial student data file using Data Upload.
  • Prepare a PFT student data file with the information for the new students. Submit this file using Data Upload.
  • Update the original PFT student data file with the information for the new students. Submit this file using Data Upload. The system will reject the duplicate student records (i.e., those already in the system) and accept the information for the new students. This is preferable to deleting all student records from the system before uploading the updated file, as deleting all student records will delete every record including those that have been corrected or entered using Data Entry.
Regardless of the option you choose, submitting data for new students needs to be completed prior to the June 30 deadline.

Data Correction

How do I delete the student records for an uploaded file?

If there are too many errors or warnings and there is a need to upload a new file, Physical Fitness Test (PFT) coordinators should delete the original submission before uploading a new file using the Delete ALL Students button found in the Student List. Otherwise, any duplicate student records (i.e., determined on the basis of student first name, last name, and Statewide Student Identifier [SSID]) in the new submission will not be accepted. This option should be used with care, because deleting ALL students in the system will result in deleting every record for the local educational agency including those that have been corrected or entered using Data Entry. Use extreme caution when using this feature, as deleted student records cannot be restored.

I have uploaded my student data. How can I make corrections to student records with errors or warnings?

Once you log in to the District Portal, select the Student List at the top of the page. Select the file folder icon to the far right of each student record to view that record and make corrections. If corrections are made, remember to select the Save Changes button at the bottom of the page before leaving that student’s record. You will not be able to Save Changes if any errors remain in the student record. You can, however, Save Changes with warnings remaining in the student record.

How can I tell what errors need to be corrected on a student record?

At the top of the student record, you will see a message regarding the specific errors (red) or warnings (yellow) on the student record. If you hover over that message with your mouse it will describe the error or warning. Also, the fields that have errors or warnings will show up in the same color as the messages at the top of the record.

What is the difference between an error and a warning?

An error indicates data that must be corrected; otherwise, the student record will not be scored. A warning does not keep a record from being scored; however, if not corrected, warnings could result in incorrectly scoring or reporting student data.

What prompts an “Out-of-Range Age” warning?

This warning occurs when the calculated age is not valid for the student grade. For parameters on how the age is calculated for each grade, see Section 3 of the Physical Fitness Test (PFT) Coordinator Manual available on the PFT Resources page.

What prompts an “Invalid” error?

Some fields must have a valid entry that falls within the acceptable range. For example, the Push-Up only allows scores that fall between 1-75, inclusive. If the data entered is outside of the acceptable range, you will receive an error that needs to be corrected or the record will not be scored. A list of acceptable ranges can be found in the student data file layout available on the PFT Resources page.

How do I save the record that includes multiple errors and warnings?

Any student record that contains errors cannot be saved until all errors are corrected. A student record can be saved, however, if it includes warnings, though you are encouraged to correct as many warnings as possible to ensure the data is correctly scored and reported.

If there are errors in the preliminary local educational agency (LEA) student scored data file, are these errors reflected in the summary reports and individual student reports?

The preliminary LEA student scored data file, provided via the Reports tab of the District Portal, is posted for Physical Fitness Test (PFT) coordinators to have early access to the scored PFT data and review the file for possible errors that need to be corrected. The summary reports and individual student reports are not generated when the preliminary LEA student scored data file becomes available. These reports are only generated with the final LEA student scored data file.

How do I delete a single student record?

Once you log in to the District Portal, select the Student List from the menu bar at the top of the page. Find the student record you wish to delete and select the trash bin icon to the far right of the student record. Use caution when deleting a student record, as this action cannot be undone.

When should I use the Delete ALL Students button?

If there are too many errors or warnings and there is a need to upload a new file, the original submission should be deleted before uploading a new file using the Delete ALL Students button found in the Student List. (See answer to How do I delete the student records for an uploaded file?) DO NOT use the Delete ALL Students button to “clean up” the data in the Student List at the end of the cycle. Your data from the Student List will be removed for you by San Joaquin County Office of Education when all the processing activities are completed.

Data Reporting

When are individual student reports available?

Downloadable individual student reports only become available in mid-October, which is approximately six weeks following the final data correction window. These reports are available in batches or for individual students from the Reports application in the Physical Fitness Test (PFT) Manager. Preliminary student scored data files, however, are made available in early July for local educational agencies that submit their data by the June 30 deadline. A notification is sent as soon as the preliminary student scored data file becomes available.