The enrollment process has always been important for district personnel to perform. Student data is extracted from Aeries to accurately inform CALPADS of student enrollment status. In addition to the basic student data elements such as scheduling, attendance and grades, data entry personnel should understand the importance of the student related fields that are required for CALPADS reporting. The following information is provided to assist with the importance of fields that are often overlooked.
See the following links for additional information on CALPADS mandated fields:
CALPADS Cross Reference by Aeries Page and CALPADS Cross Reference by Extract.
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.
School Enter Date
The School Enter Date which is located on the Student Demographics page needs to be accurately populated.
- School Enter Date is 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. If a student is a returning student, update the School Enter Date with the new start date.
- 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).
- Enrollment History (ENR) can be used also to inform CALPADS on the school start date.
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 (CALPADS Code Translations). 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
|50||Non-ADA Enrollment Status||Use for non-ADA students only.||Use for non-ADA students only.|
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. Use this page for entering key data for records received or requested. This information can be used as a resource on a student’s mobility or identification when clearing CALPAD anomalies. Other areas within Aeries can also be used to manage this information; it's best to track this information in a consistently.
See the following link for additional information: Record Access Log