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Information - National Origin questions in Aeries Online Enrollment and CALPADS process changes

It has come to our attention that several school districts in California have recently received letters from the California Department of Justice, office of the Attorney General, regarding Compliance with California Law and the Attorney General Model Policies for K-12 Schools.

These policies prohibit school districts from collecting information related to national origin at the time of enrollment.  However, since many data elements in this category are required for various state and federal reporting purposes, schools may solicit this information separately from the school enrollment process.

Several customers have contacted us requesting that we make modifications to Aeries Online Enrollment to not ask any questions related to national origin to become compliant.

We are committed to assisting districts in being compliant with these laws and policies.  As a result, we will be making an immediate change to Aeries Online Enrollment to, by default, not ask any questions related to national origin such as Place of Birth and US School Entry Date.  We are also considering adding the ability to collect this information as part of the Data Confirmation process.

A secondary issue related to CALPADS has also come up: Birth Country (SENR 1.21/SINF 2.22) is a required data element to enroll a student and obtain an SSID.  We have been in communication with CALPADS, and they will soon be releasing guidance and possibly make some adjustments to their system regarding the birth country field.  Since birth country is still required for CALPADS at this time, our recommendation is to adjust the code translations for the STU.BCU field to map Aeries code Blank to CALPADS code UU-Unknown.  After obtaining the correct birth country for the student, Aeries and CALPADS would need to be updated.

We appreciate the information that we have been provided regarding this issue.  Should you need any assistance with adjusting your codes or anything else, please contact Aeries Support.

1 person likes this

Jan, To allow blanks you will need to make the birth country field not required. That is still currently done by using the Define Required Fields form in Aeries Client, although we do have that page in the works to be converted to Aeries Web soon.

Thanks Kevin. I did that, and also figured out I had to add a new record in the Code Table first for BCU to hold the actual blank, in order to add that record in the CALPADS code translations. Need more coffee...

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