AERIES SELA Extract Guidelines
Overview
The CALPADS ELA data in the new LAC fields will then be evaluated when creating the Aeries SELA file. Students with matching data in the new CALPADS fields and in Aeries will not be extracted. If the ELA code in CALPADS is the same, but with an earlier date from when the student attended a different school district, the record will be skipped. The earlier start date is more accurate and would cause ownership and date mismatch errors if uploaded to CALPADS.
The SELA extract will follow the CALPADS rules for changing ELA statuses.
For example: if a student has an ELAS status of Redesignated in CALPADS and is coded as English Only in Aeries, the student will be skipped and a SELA record for the student will not be created to send up to CALPADS.
NOTE: Due to recent changes, SELA extracts will no longer include EL or IFEP records. Those designations will come directly from the testing system (TOMS) into CALPADS, and will be loaded into Aeries via the SELA Reconciliation Process.
Per CALPADS: Once a student is reclassified fluent English proficient, they remain RFEP for the remainder of their education in a California public school. Even if the student transfers to a new district and that district has different reclassification criteria, the student’s status may never be changed back to EL.
Notes: If the SELA extract creates a file with 0 records, this indicates that there are no changes to send to CALPADS.
The SELA extract should be generated anytime throughout the school year to capture changes to a student’s ELAS status.
NOTE: When students are redesignated, it is imperative that a new SELA file be generated and uploaded to CALPADS in the current year of the ELAS status change. If the Redesignation date does not fall within the current academic year, the record is not extracted.
Code Value Translations ↑
The Student Language Fluency (STU.LF) codes must be translated to valid CALPADS codes on the CALPADS Code Value Translations form. On the Create CALPADS Extracts form, verify your local codes to the CALPADS codes.
The SELA extract will include students with grade levels of Transitional Kindergarten (TK) through 12.
AERIES SELA Extract Guidelines ↑
- TBD – To be Determined Students
TBD students will be extracted when the CALPADS ELAS Code (LAC.EAC) and ELAS Date (LAC.EAD) fields are empty and the student has a TBD code in the Student Language Fluency (STU.LF) field. The student’s enrollment date will be the ELAS Start Date.
- EO – English Only Students
EO students will be extracted when the CALPADS ELAS Code (LAC.EAC) and ELAS Date (LAC.EAD) fields are empty and the student has an EO code in the Student Language Fluency (STU.LF) field. The extract will evaluate the following fields for dates on or after the student's enrollment date. The student will be extracted if any one of the following fields are on or after the student's enrollment date.
- LAC.STS - California School Start Date
- LAC.USS - US School Start Date
- STU.DD - Student District Enter Date
- STU.ED - Student School Enter Date
- EL – English Learner Students
EL students will be extracted when the new CALPADS ELAS Code (LAC.EAC) and ELAS Date (LAC.EAD) fields are empty and the student has an EL code in the Student Language Fluency (STU.LF) field. The Language Program Start Date (LAC.SD) also has to be on or after the student's enrollment date to be extracted**. EL students must also have the Student Initial US School Enrollment Date (LAC.USS) field populated.
**Note: As of the Aeries update released on 11/2/2018: For Student who took Initial ELPAC test in the summer, the SELA extract will evaluate the new Language Assessment Initial Fluency (LAC.ITF) and Initial Fluency Date (LAC.ITD) fields. If they are populated, the SELA extract will compare the data with the student's Language Fluency (STU.LF) code and the Language Assessment Program Start Date (LAC.SD) and extract the student if they match. This will allow students who took the Initial ELPAC test in the summer to be extracted even if the Language Program Start Date (LAC.SD) is before their enrollment date. Refer to the following link for more information: Initial ELPAC Testing Procedures
- IFEP – Initial Fluent English Proficient
IFEP students will be extracted when the new CALPADS ELAS Code (LAC.EAC) and ELAS Date (LAC.EAD) fields are empty and the student has an IFEP code in the Student Language Fluency (STU.LF) field. The Language IFEP Date (LAC.IFD) also has to be on or after the student's enrollment date to be extracted**.
**Note: As of the Aeries update released on 11/2/2018: For Student who took Initial ELPAC test in the summer, the SELA extract will evaluate the new Language Assessment Initial Fluency (LAC.ITF) and Initial Fluency Date (LAC.ITD) fields. If they are populated, the SELA extract will compare the data with the student's Language Fluency (STU.LF) code and the IFEP Date (LAC.IFD) and extract the student if they match. This will allow students who took the Initial ELPAC test in the summer to be extracted even if the IFEP Date (LAC.IFD) is before their enrollment date. Refer to the following link for more information: Initial ELPAC Testing Procedures
- RFEP – Redesignated Students
RFEP students will be extracted when the new CALPADS ELAS Code (LAC.EAC) and ELAS Date (LAC.EAD) fields are populated with an EL status and date AND the student has an RFEP code in the Student Language Fluency (STU.LF) field. The Language Redesignated Date (LAC.RD1) also has to be on or after the student's enrollment date to be extracted.
- ADEL – Adult English Learner Students - Adult English Learner Start Date for Adult EL students (aged 22 or older)
ADEL students students will be extracted when the new CALPADS ELAS Code (LAC.EAC) and ELAS Date (LAC.EAD) fields are empty and the student has an ADEL code in the Student Language Fluency (STU.LF) field. ADEL students must also have the ADEL Start Date (LAC.AES) field populated.- If a student is older than or equal to 22 years old before 7/1/2020, then the ELAS Start Date would be the first date the student was expected to attend within the academic year.
- If the student turned 22 years on or after 7/1/2020, it depends on the following factors:
If the student was enrolled at the LEA on his or her 22nd birthday, then the ELAS Start Date would be the date the student turned 22 years old; or
- If the student enrolled in the LEA after his or her 22nd birthday, then the ELAS Start Date would be the first date the student was expected to attend within the academic year.
CALPADS Reporting Information ↑
Below is more information as to why new students in their district are not included in the SELA extract if they have older dates in the Redesignated Date (LAC.RD1), Language Program Start Date (LAC.SD) or Initial IFEP Date (LAC.IFD) fields. Below is the question and response from CALPADS:
Q. We just enrolled an EL student coming to us from another district starting today. The student’s LAC date matches dates from the other district. This also matches CALPADS. With Aeries conditions, this record will not be extracted. On the 8.1 CALPADS Profile report that we run to make sure all students are being reported, this student will most probably be listed as “Not Reported” after we update CALPADS enrollment this weekend.
A. Aeries is extracting correctly. If you send in a record that has the earlier date (outside of the current enrollment) the user will get the SELA GERR0005 fatal ownership as SELA records can only be posted if the status of the record falls within LEA enrollment. If you send in the record with a new date that falls within enrollment, the user will get the fatal SELA0283 for submitting a record that is different from the current record in CALPADS. It is a different concept and process from what users have done for years. CALPADS ONLY wants a record if what you are submitting is a different ELAS status (in the proper sequence) or if this is a brand new student to CALPADS and we have no ELAS record. If the student is enrolled with the LEA (has an open enrollment in CALPADS) the student WILL display and count correctly on the 8.1, they do not need to submit an ELAS record to count on any report. The report pulls by current ELAS status, NOT which LEA submitted that ELAS status.