By Panagis Dionysios Malik Evangelatos

Passing CalAPA Cycle 1 can feel overwhelming at first. Between analyzing data, identifying an equity gap, conducting interviews, and writing your narratives, it’s easy to lose sight of what the assessors are actually looking for. After successfully passing Cycle 1, I reflected on the strategies that made the biggest difference. Here are four tips that I believe can help you earn a passing score.

1. Choose an Equity Gap That Has Clear, Measurable Data

Your entire submission is built around the equity gap you identify, so spend time selecting one that is supported by strong quantitative and qualitative evidence.

Ask yourself:

• Is there a clear difference between student groups?
• Can I find at least three years of data?
• Will I be able to explain why this gap exists?

For my project, I focused on suspension rates among students experiencing homelessness. The quantitative data clearly demonstrated a persistent equity gap, which made it much easier to support my analysis with interviews, observations, and research.

The stronger your data, the easier every other section becomes.

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2. Let the Rubric Guide Every Sentence You Write

One of the biggest mistakes candidates make is writing what they think sounds good instead of directly answering what the rubric is asking.

Before writing each section:

• Read the rubric carefully.
• Highlight the trigger words.
• Make sure every paragraph directly responds to one or more of those trigger words.

I kept the rubric open on one side of my screen and my document on the other throughout the writing process. Every time I finished a paragraph, I asked myself, “Which trigger word does this paragraph answer?” If I couldn’t immediately identify one, I rewrote it.

Remember, the assessors are not grading how knowledgeable you are—they’re grading how well you demonstrate each competency described in the rubric. Let the rubric become your roadmap from beginning to end.

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3. Support Your Analysis with Research—Not Just Opinions

Your recommendations should be grounded in educational research.

Whenever you explain:

• why an equity gap exists,
• why a strategy should work, or
• why a leadership decision is appropriate,

support your reasoning with research and peer-reviewed literature from reputable educational organizations.

I found it helpful to combine:

• empirical research studies,
• educational leadership literature,
• California Department of Education resources, and
• school improvement research.

Strong citations demonstrate that your recommendations are based on evidence rather than personal opinion. They also strengthen your credibility and show the assessors that your decisions are informed by established research rather than assumptions.

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4. Revise, Revise, and Then Revise Again

The first draft is rarely your best work.

Before submitting:

• Read your narratives aloud.
• Make sure every table matches your written analysis.
• Verify that all percentages and calculations are accurate.
• Double-check every citation.
• Ask a colleague, mentor, professor, or instructional coach to review your work if possible.

Many small mistakes can add up. Spending an extra day reviewing your submission is often worth far more than submitting it quickly. Every revision is an opportunity to make your thinking clearer and your evidence stronger.

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Final Thoughts

CalAPA Cycle 1 isn’t simply about collecting data—it’s about demonstrating that you can think like an instructional leader. The assessors want to see that you can identify an equity problem, analyze evidence from multiple sources, make research-based decisions, and reflect on how your leadership can improve student outcomes.

If there’s one piece of advice I’d leave you with, it’s this: don’t try to impress the assessors—try to answer the rubric. Candidates often overcomplicate their writing by trying to sound overly academic. Instead, focus on being clear, organized, evidence-based, and intentional. When every section directly addresses the rubric, your submission becomes much stronger.

Passing CalAPA Cycle 1 is absolutely achievable. It requires careful planning, thoughtful analysis, and persistence—but many educators have successfully completed it, and you can too. Stay organized, trust the process, and remember that every draft brings you one step closer to earning a passing score.

I’d Love to Hear From You!

Are you currently working on CalAPA Cycle 1? Do you have questions about choosing an equity gap, organizing your evidence, interpreting the rubric, or writing your narratives?

Leave a comment below and share where you are in the process. I’ll do my best to answer your questions and help future school leaders succeed.

If you found this article helpful, consider sharing it with a colleague or fellow administrator candidate who is preparing for CalAPA. Sometimes a few practical tips can make all the difference.

Good luck—you’ve got this!