Closing out the school year (Year End Enrollment)

The following functions and process MUST be completed after the end of the school year to ensure clean data reporting to CALPADS.

• Process Matriculating students – see the following for more information:  

            EOY2:  Reporting Matriculating Students to CALPADS

• Process Graduating students – see following for more information:  

            FAQ:  How does a district report graduating or matriculating students?

            Mass Update Graduation Status

• Run the Calculate College Entrance Requirements button on the Graduation/College Readiness Dashboard page to update the “UC/CSU Course Completer” fields. Or run Macro Update College Entrance Requirements to update the “UC/CSU Course Completer” fields in Client.  
  • The STU.CCO (Course Completer Over-ride) field can be used when the information available in Aeries does not match the reality of the student's course history and/or how that course history reflects his UC/CSU Course Completion Status.

• Run the End of Year Enrollment Update
  • SENR submission to close out enrollments
    • The extract will submit an E155 Exit code (Year End Enrollment Exit) for all active students when the last school day is within 14 calendar days (or less) from the current date. This code will not display in Aeries. This code will be included in the CALPADS SENR extract.
    • The only exceptions to this rule are the following: 
      • Open Enrollment records for students with Next Grade (STU.NG) = 13 (graduating seniors) will be excluded from this process and will NOT have an E155 exit submitted. If the End of Year (STU.EOY) or the High School Graduation (STU.HSG) status fields are blank, the student's SENR record will NOT contain an exit code. This is by design, because every 12th grade students needs to have the correct end of year or completion code submitted. If the12th grade student will be returning for school the next year, their Next Grade field needs to be changed from 13 to 12. If the Next Grade field is changed to, the E155 Exit Code will be extracted and the student will be rolled into the new year database. 
      • Open Enrollment records for Secondary Students will be closed out with the exit code of E170 as required by CALPADS.
    • The extract will submit an E156 Exit Code (Year End Enrollment Exit) for all active students with a STU.GR = 12, the STU.NG = 12 and the extract is within 14 Days Before the End of the School Year. This code will not display in Aeries. This code will be included in the CALPADS SENR extract.
    • In order to not extract E155 or E156 codes prior to the last day of school, an option is available on the Other Options tab. See Student Data Management - E155, E156 and E150 Exit Codes for details. 
    • The option "Do not extract future dates" will suppress any future enrollment dates from being extracted in SENR. This option also includes suppressing the End of Year and Completercodes from being extracted when populated. However, it is not recommended to populate the EOY and HSG fields until the school year has officially ended. Pre-populating these fields prior to the end of the school year can cause issues for testing in TOMS which will cause the student to no longer be enrolled as well as more cleanup for students that leave the school before the last day of the school year resulting in negatively impacting your Cohort data on the CA Dashboard.
      • This option will also suppress extracting the E155 and E156 codes even if the Auto-close E155/E156 option on Other Options tab is selected.
  • SELA submission to report the end of year RFEP re-designated students
  • SPRG submission to close out all open Participation records 
    • The extract will populate an end date in the SPRG extract for Education Program Codes of 101, 108, 113, 122, 162, 174 and 185 when the last school day is within 30 calendar days (or less) from the current date.
  • SPRG submission to close out Free and Reduced records
    • The extract will populate an end date in the SPRG extract for Free and Reduced (code 181 or 182) students when the last school day is within 30 calendar days (or less) from the current date.

MATRICULATING STUDENTS

Matriculating students need to be coded correctly in Aeries in order to close out the student’s enrollment in the prior year. A matriculating student is a student who has completed the highest grade level in the school and will be moving on to the next school in your district.

Matriculating Students MUST have the Grad Status (STU.HSG) field populated with a 480. Optionally, the Date Graduated (STU.DG) can be populated, but it is not required.

An end of year Enrollment Update (SENR File) must be performed to report the Enrollment for Matriculating Students to CALPADS.

CODE VALUES

For Matriculating Students, you MUST populate the STU.HSG (Grad Status) field with a code of 480 (Promoted/Matriculated) for each of the highest grade level students at that school. This code may not currently be in your Code Table, but you can easily enter it in the Code Table in Aeries for STU.HSG as "480" – "Promoted/Matriculated".  For more information on this process reference the “Code Value Translations” document.

DATA POPULATION

The STU.HSG code of 480 can be mass added to the matriculating students by using the following query: 

CHANGE STU STU.HSG TO 480 IF STU.HSG = " " AND GR = X  (Replace X with highest grade level in that school).  Students who have been retained should be reviewed individually. 

IMPORTANT –  Fix ENR Records process needs to be run after the Query CHANGES.  Fix ENR Records needs to be run regardless of if the queries were run in Aeries Client or Aeries Web versions.

AERIES will automatically populate the Exit Reason with the E230 Completion Code, as well as the exit date (as the last active day of school year) in the CALPADS extract when the 480 code is in the STU.HSG field.

The End Of Year (STU.EOY) field is not required to be populated for these students unless you want to. If there is data in STU.EOY of 230 and a Leave Date (STU.LD), as well as the STU.HSG code of 480, then the data will extract properly.  Do not use other codes besides the 230 in the STU.EOY field for matriculating students.

GRADUATING STUDENTS

Graduating students need to be coded in Aeries in order to correctly report them to CALPADS. All graduating students must have the Grad Status (STU.HSG) and Grad Status Date (STU.DG) fields populated. If the Grad Status code is not a CALPADS Completer Status code, the codes must be translated on the Code Value Translations form in Aeries.

An end of year Enrollment Update (SENR File) must be performed to report the Enrollment for Graduating Students to CALPADS.

Mass Update Graduation Status

CODE VALUE TRANSLATIONS

The Code Value Translations tab on the Create CALPADS Extracts form MUST be verified in each school year you are extracting from. Below is an example of the Completer Status code set.

GRADUATES ATTENDANCE

It is not recommended to give a regular graduating senior a leave tag OR an attendance leave record. If the STU.HSG and STU.DG fields are populated, the CALPADS extracts will add a CALPADS exit reason of E230 – Completer Exit.

Queries can be run to mass populate the STU.HSG and STU.DG fields for 12^th graders:

          CHANGE STU STU.HSG TO 100 IF GR = 12 AND STU.HSG = " "

          CHANGE STU DG TO MM/DD/YYYY IF GR = 12 AND DG = NULL

NOTE: Do not mass change these fields until the end of the current school year. Mass changing them prior to the end of the school year can cause errors in CALPADS extracts.

IMPORTANT –  Fix ENR Records process needs to be run after the Query CHANGES.  Fix ENR Records needs to be run regardless of if the queries were run in Aeries Client or Aeries Web versions.

EARLY GRADUATES

In addition to the STU.HSG and STU.DG fields populated, early graduates need to have an exit tag and an attendance leave record with the exit reason of "230".  Early grads are the only graduates that need an attendance leave record.

CALPADS CODES

Below is a chart of the codes that CALPADS uses for "School Completion Status":