The CALPADS Extract Chart Guide provides an overview of the various extracts available in Aeries that are used for CALPADS reporting.  Additional specific information on the processes is located in CALPADS Documentation.  For CALPADS calendar dates see:  CALPADS Calendar


Information Day is the first Wednesday in October. 



AERIES EXTRACT

FILE

DATE/FREQUENCY

CALPADS SUBMISSION DATA

Identifiers

SENR

Student Enrollment

  • At the beginning of each school year.
  • Continuously during the school year for new student enrollments.
  • Daily just before and during testing window.
  • Checks Aeries for any students without an SSID and creates an extract for CALPADS.
  • SSID determined in CALPADS and enrollment record created.
  • Imports SSID and ELAS codes in Aeries.
Enrollment Update

SENR

Student Enrollment

  • Throughout the school year.
  • Prior to EOY submissions.
  • Creates an extract for CALPADS of student enrollment data.
  • Populates the E155 Exit code for all active students when the last school day is within 14 calendar days or less from the current date.
Enrollment Update

SINF

Student Information

  • Throughout the school year.
  • After SENR submission.
  • Prior to EOY submissions.
  • Creates an extract for CALPADS of student demographic data, address, initial US school enrollment date and less than three cumulative years indicator (SNOR).
Enrollment Update

SPRG

Student Program

  • Throughout the school year.
  • After SENR, SINF and SELA submission.
  • Required for EOY submission.
  • Creates an extract for CALPADs of student program data.
  • Required for EOY2 Certification.
  • SPRG extract automatically closes out Free and Reduced programs when the last school day is within 30 calendar days or less from the current date.  An end date of the last day of school is populated in the SPRG file.
  • SPRG extract automatically closes out all Participation programs when the last school day is within 30 calendars or less from the current date.  An end date of the last day of school is populated in the SPRG file.
Enrollment Update

SPRG 

w/o FRE

  • Throughout the school year.
  • For verification of program data excluding NSLP.
  • A full SPRG file should be submitted to CALPADS.
Enrollment Update

SPRG 

only FRE

  • Throughout the school year. 
  • Helpful for confirming Fall 1 NSLP/LCFF data.
  • For verification of NSLP data.
  • A full SPRG file should be submitted to CALPADS.
Enrollment Update

SELA

Student English Language Acquisition

  • Throughout the school year.
  • After SENR and SINF submission.
  • After TBDs or ELs have been redesignated.
  • Prior to EOY submissions.
  • Creates an extract for CALPADs of student EL status data.
Direct Certification

  • Before school to update students who qualify for NSLP.
  • Throughout the school year.
  • Used to import NSLP information into Aeries.
  • Populates the FRE table.
ODS Reconciliations

SENR ODS

  • At the beginning of the school year.
  • Previous year’s enrollment must be closed out before running this process.
  • Should only be run in the current year.
  • Imports the CALPADS ODS SENR extract file.
  • SENR ODS Validates the CALPADS ODS SENR extract file data with Aeries and output files for the current year.
ODS Reconciliations

SPRG ODS

  • Recommended at the beginning of the school year.
  • As needed, throughout the school year.
  • Used to align CALPADS program records with Aeries.
  • Imports the CALPADS SPRG ODS extract file.
  • Creates three files for import into CALPADs.
  • The files must be imported in the following order: 
  1. SPRG_DEL – contains delete records
  2. SPRG_ADD – contains new records and changes
  3. SPRG – contains all SPRG records from Aeries
SELA Import

SELA Import

  • Before first SELA submission.
  • As needed, throughout the school year.
  • Required for EOY submission.
  • Used to align CALPADS ELAS records with Aeries.
  • Imports the CALPADS SELA ODS extract file.
  • Updates the LAC.EAC and LAC.EAD codes in Aeries.
  • Creates a Conflict Report listing anomalies in Aeries and CALPADS.
  • Resolve anomalies in the Conflict Report.
LTEL Import

LTEL

Long Term English Learners

  • End of year after EL testing results/reclassifications have been updated.
  • Used to import CALPADS LTEL and At Risk LTEL records into Aeries LAC table.
  • From the CDE’s LTEL file, creates a new file limited to only students for a district and eliminates other districts from the file.
Other Extracts

SIAD

Student Information Address

  • During testing window.
  • Creates an extract for CALPADS using the mailing address.
  • Once Use the Mailing Address in SINF and SIAD Extracts is selected, all subsequent SINF extracts will contain the mailing address for students.
  • After the testing window closes, change the SIAD extract to Use Residential Address in SINF and SIAD Extracts residential.
Fall2

SDEM

Staff Demographics

  • After Fall1 submission.
  • Creates an extract for CALPADS of staff demographics data on Information Day.
Fall2

SASS

Staff Assignments

  • After SDEM submission.
  • Creates an extract for CALPADS of staff assignments data on Information Day.
Fall2

CRSE

Course Section

  • After SDEM and SASS submission.
  • Creates an extract for CALPADS of course section data on Information day.
Fall2

SCSC

Student Course Section

  • After SDEM, SASS and CRSE submission.
  • Creates an extract for CALPADS of student course enrollment data on Information Day.
EOY 

SDIS

Student Discipline

  • End of year.
  • Creates an extract for CALPADS of student discipline data.
  • Required for EOY3 Certification.
EOY 

STAS

Student Absence Summary

  • End of year.
  • After SENR, SINF, SELA, SPRG and SDIS submission.
  • Creates an extract for CALPADS of student attendance data.
  • Required for EOY3 Certification.
EOY

SDEM

Staff Demographics

  • End of year.
  • Creates an extract for CALPADS of staff demographics data for staff, including staff hired after Information Day.
  • Required for EOY1 Certification.
EOY 

CRSC

Course Section Completion

  • End of year.
  • After SENR, SINF, SELA, SPRG and SDEM submission.
  • Creates an extract for CALPADS of course section data completed at the end of the year.
  • Required for EOY1 Certification.
EOY 

SCSC

Student Course Section Completion

  • End of year.
  • After SENR, SINF, SELA, SPRG, SDEM and CRSC submission.
  • Creates an extract for CALPADS of student course section data completed at the end of the year.
  • Required for EOY1 Certification.
EOY 

SCTE

Student Career Technical Education

  • End of year.
  • After SENR, SINF, SELA, SPRG, SDEM, CRSC and SCSC submission.
  • Creates an extract for CALPADS of career technical information data completed at the end of the year.
  • Required for EOY1 Certification.