This SENR ODS Audit process is designed to take the CALPADS ODS SENR Extract files and validate the data against what is currently known in Aeries and output files for the current year.  This process will adjust CALPADS data to be aligned with Aeries data. 


When running the process in the current year at the beginning of the school year, the previous year’s enrollment must be closed out. 


When running the process at the end of the school year (within14 days of the last school day), the SENR ODS process will include the Exit codes of E155 and E156 exit codes to close out the enrollments.


NOTE: As of the 6/22/2022 update, the SENR reconciliation logic has been adjusted to create a zip file with multiple files per CALPADS Update Flash #224.


Districts will need to download a Student Enrollment ODS Download file from CALPADS and import it into Aeries. The file will be loaded on the ODS Reconciliations tab under SENR ODS and a new batch of files will be created, then sent back to CALPADS with the corrections needed.


 

Note:  This process should only be run in the current year. This process should not be run in prior years. 


Below is an overview of the SENR ODS Audit, with detailed instructions to follow:


  1. Download the full CALPADS SSID Enrollment ODS Download-SENR file from CALPADS > ODS Extracts
  2. In the current year, import the CALPADS SSID Enrollment ODS Download file into Aeries using the Select SENR ODS Extract File button on the CALPADS Extracts form, ODS Reconciliations, SELA Import tab.
  3. Click on the Load File, Evaluate, and Create New SENR File button. A new SENR zip file will be created.
  4. Upload the new files to CALPADS in order. *Files are numbered 001-REMOVALS, 002-EXITS, 003-UPDATES.  

       **Zip files need to be extracted and uploaded in sequential order.



Step 1 – Request CALPADS File

  • In CALPADS:
    • Extracts > ODS Extracts > "SSID Enrollment ODS Download"
    • Do not select the "Active Student" option,  Select the "Date Range" option
    • Enter an Enrollment Start Date of July 1st that is 2 years prior to the current school year (i.e. 07/01/2020)
    • Enter an Enrollment End Date of today.
    • Select all schools
    • Download the file to a location on your hard-drive


Step 2 – Import CALPADS File into Aeries

  • In Aeries:
  • Open the Aeries software to CURRENT YEAR
  • Open the CALPADS Extracts form
    • Make sure all options are set correctly and all code value translations are correct
    • Verify the School Selection is correct
    • Go to the ODS Reconciliations, SELA Import tab
      • Click the Select SENR ODS Extract File button and select the file you downloaded from CALPADS
      • Click the Load File, Evaluate, and Create New SENR File button to create the SENR file to send to CALPADS
    • A zip file will be created with multiple files to send up to CALPADS that are numbered. The files should be submitted in the correct order. Below are the files that will be created:

      • 001_Removals. File includes all records with the transaction code of “D” for Delete

      • 002_Exits. File includes all records that will add an exit date or change an existing date to data already in CALPADS.

      • 003_Updates. File includes all other enrollment changes. The Updates file may contain exits.



Note: If the data in the CALPADS SENR ODS file matches the data in Aeries, the files generated in the zip file may have 0 records or the Removal file may not be generated.  Also the process may generate multiple of each category. If a single student has several enrollments to add to CALPADS, there may be two or more Updates files. This goes for each category.

Spot checking student's enrollment in the CALPADS SENR ODS to the Aeries data is recommended.







Step 3 – Upload Aeries File to CALPADS

  • In CALPADS:
    • Use the CALPADS system to upload the resulting SENR file
    • The files must be submitted and Posted in the correct order to be processed correctly by CALPADS:

      • 001_Removals

      • 002_Exits

      • 003_Updates