In order to provide more flexibility to our customers, we are programming to make further changes to this process (Out of Band Update released 2/19.21)
We have also updated our documentation here: Managing Contacts - Identify Guardians for CALPADS SINF Extract
The changes to the SINF process were included in the Update that was released 02/12/21.
Here are several links that should be helpful:
Earlier this year, CALPADS informed vendors that there would be a mid-year change to the SINF file. They would begin validations that the Guardian First Name and Last Name fields both be populated, and would eventually capture an Education Level for each Guardian (21-22 SY). They asked vendors to start preparing their local systems to handle these changes.
CALPADS is making this change to allow more accurate matching with a variety of state and federal databases, including SNAP, Foster system, etc. It was discovered, during measures taken due to COVID, that students were not being matched efficiently by the Guardian Names resulting in fewer matches than expected. Having both Guardian First and Last names submitted separately allows for a more accurate matching system.
For some background, here is what the current CALPADS File Specifications (CFS) file says for SINF:
Here is what Aeries is currently extracting: See: CALPADS Cross Reference by Extract
Because of this, customers are now receiving warnings about the Guardian 1 First Name missing. It is fine to ignore these warnings, the files will post correctly with the values in the Parent/Guardian field in Demographics (STU.PG) being populated in the Guardian 1 Last Name field as before. CALPADS will not change to fatal errors until the 21-22 school year submissions.
We are making the following changes to prepare for updating the SINF process for splitting Guardian Names and collecting separate Education Levels. The following two items were included in the 01/29/21 update.
We are also in the process of changing the SINF extract to meet these new requirements. The following changes won't be made until after the Fall 1 amendment window has closed.
Other related changes are being planned for development now. We have created an Aeries Idea for each of these items (linked below). Customers can add themselves to these Ideas, and they will be notified personally as action is taken on them:
We will update this article as more development is planned in this area to help our customers meet these new requirements.
NOTE: Once sites start collecting Education Level on the CON table, they should remove the checkbox from the STU.PED field on the "Define Required Fields". Once it is changed for one school, the change will be enforced at ALL the schools. However, we would not recommend (at this time) marking the CON.ELV field as Required, because it would mean that EVERY contact must have that field populated.
How does enrollment save the newly added student record if they are missing Parent Ed level? They can't fill it in on Demographics and can't go to Contacts without saving the Demographics but that doesn't save because they are missing the field for Parent Ed Level.
You just need to adjust the settings on Define Required Fields to remove the checkbox from STU.PED field as "Required"
@Jan- Thank you so much!!!
The problem that I have with removing the checkbox from the STU.PED field on the define required fields is that then it could potentially be forgotten and it is a required field. Will there be anything else done to address this issue?
I've considered making the parent education level a required field on the contact screen but then that won't work for contacts who are not parents or guardians.
Any advice would be greatly appreciated.
It would really, really, really be nice if there was a field, or box on the contact screen right next to the new Ed Level field that we can mark with a Yes or No so that when we pull the SINF file - AERIES will know that these records are the ones that we want to send up to CALPADS.
The hierarchy that is in the explanation of what was posted is unacceptable. We have told the sites to fill in as much information on all records in the contact screen but some parents are only single parents and the 2nd contact they have is an Aunt, Uncle, etc. these should not be pulled but they will be if following the rules AERIES is following.
Will we have an option to make it a required field just for the "Record Types" that are included in the SINF file?
Also how do we add ourselves to the Aeries Ideas that are listed?
Shelley, if you "Vote" on any of the Aeries Ideas or Bug items, your contact info is automatically added to it, and when action is taken on an item, you will be included in a personalized email, altering you to the action that was taken. We update them when they are moved into Development, when the progress to Testing, and when they are Completed.
We are investigating different ways to handle the issue of making sure data is populated in the Contacts table as necessary, and having a contextual 'Required Field Indicator' that is tied to certain code values is one of the ones we are considering, but programming has to weigh in on the feasibility of coding that change. We will keep you informed as decisions are made.