Closing out the school year (Year End Enrollment)


Following the functions and process MUST be completed at 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?

  • 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 – with the “Extract All Data This Year” option
    • SENR submission to close out enrollments
      • The extract will populate the 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.
    • SELA submission to report the end of year RFEP redesignated 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 Admin CS 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.


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 12th 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 Admin CS 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":


Code

Description

Long Description

100

Graduated, standard HS diploma
The student left school after meeting all state and local high school graduation requirements and received a standard high school diploma, or a student in foster care who met the state and local graduation requirements of a district they previously attended, as specified in Education Code Section 51225.3.

120

Special Education certificate of completion
A student with exceptional needs (having an individualized education program [IEP]) left school after receiving a certificate or document of educational achievement or completion meeting the requirements of Education Code Section 56390.

250

Adult Ed High School Diploma
The student left school and the district has acceptable documentation of the student having received a high school diploma through an adult basic education program.

320

Completed GED (and no standard HS diploma)
Student left school and the district has acceptable document of the student having received a General Educational Development (GED) certificate.

330

Passed CHSPE (and no standard HS diploma)
Student left after passing the California High School Proficiency Exam (CHSPE), and the district has acceptable documentation.

360


Completed grade 12 without completing graduation requirements, not grad
Student completed grade 12 or exceeded the maximum age for high school attendance but did not meet the state and/or local high school graduation requirements, and there is no evidence that the student is in an academic program leading toward a high school diploma or its equivalent. This does not include students who did not graduate because of failure to pass the California High School Exit Exam.
480    
Promoted (matriculated)
The student completed the highest grade level offered at a school (excluding high school completion), left the school, and was expected to attend another California public school.