The enrollment process has always been important for your district personnel to perform. The student data used from Aeries to accurately inform the student enrollment status to CALPADS can often be easily overlooked if data management processes are not in place. The data entry personnel need to understand the importance of the student related fields that are critical to CALPADS reporting which are above and beyond the basic student data elements that simply need to get the student into a class, take attendance and issue grades.
The following information is provided to assist Districts with the importance of fields that are often overlooked.
Note: As with previous screens; there are many data elements to populate for a successful enrollment process. This guide is intended to encourage best practices for student enrollment data management as well as encourage critical thinking about other data elements easily overlooked or forgotten but are still required to obtain high quality student data.
School Enter Date
One of those data fields is the “School Enter Date” on the student screen: Important, but easily mismanaged and not accurate.
- School Enter Date used along with other areas within Aeries to determine School Entry (Field1.23)
This field is used to provide CALPADS with the school entry data that shows when the student entered the
lowest grade at that school and has been continuously enrolled at that school.
Note: If a student is a returning student, update the School Enter Date with the new start date.
- Enrollment History (ENR)
The enrollment history can be used also to inform CALPADS on the school start date.
- District Enter Date
The District Enter Date is used for the CALPADS SELA-Student Language Acquisition extract.
SSID Enrollment File contains the basic student demographic data: Fields 1.10 – 1.13
CALPADS requires an enrollment code for every student that indicates enrollment status. Students are automatically assigned with a code of blank which can indicate Primary Enrollment (check CALPADS Cross Reference form). For students who need any of the other enrollment codes, the STU.SP field should be used to indicate any of the other programs. The staff needs to be informed regarding the significance of this field for proper data management and sustainability.
Table from CALPADS File Specifications (CFS) Code Set - Field 1.24
|10||Primary enrollment||Student’s name appears on a register, roll, or list and currently attending (or intends to attend) the educational service institution (ESI), or is responsible for the students instruction (students attending NPS schools).||Most common type of Enrollment Status|
|20||Secondary enrollment||Student’s name appears on a register, roll, or list and currently attending the educational service institution concurrently with their PRIMARY educational service institution||An example of Secondary Enrollment is an 8th grader taking classes at the High School|
|30||Short term enrollment||Student’s name appears on a register, roll, or list and currently attending the educational service institution, and receives or will receive the majority of their instruction at the institution for less than 30 days. (Use allowed only by specific ESI’s)||Applies only to specific Educational Options Schools such as:|
-Juvenile Court Schools
-County Community Day
|40||Receiving specialized services only||The student's name appears on a register, roll, or list for a summer or intersession term but is not primarily enrolled within the reporting local educational agency||Used for Special Education students|
Other District Enrollment (ODE)
The Other District Enrollment form can be used to document s student’s previous or future school or district information. In the Aeries Web Version, the Other District Enrollment page is on the Enrollment History page on the Other District Enrollment tab.
Record Access Log (RAL)
As students enroll and withdraw from your school the Record Access Log could be used to document information associated with the move. Entering key data for records received or requested is extremely helpful to use this screen as a resource to the student’s mobility or identification when clearing CALPAD anomalies. Other areas within Aeries can also be used to manage this information; no matter where you have chosen to keep record of this information the objective is still to track this information consistently.
See the following link for additional information: Record Access Log