This document describes how to populate data in Aeries depending on the various circumstances that students withdraw from a school or district. Following the data population guidelines established in this document will help ensure accurate and comprehensive data is reported to CALPADS.  


  • Verify that the CALPADS Code Translation form is configured correctly for Exit Reasons
  • The Next School fields pull from the Course History Institutions table (CHI table). The dropdown list displays CHI records with an ID type of 1 (CDS Number) and a school ID number (right 7 characters of the ID number is not “0000000”). CHI records with an ID type other than 1 will also be displayed.
  • Using the End of Year Status (STU.EOY), End of Year Next School Code (STU.ENS) and School Leave Date (STU.LD) does not prevent the student from rolling forward into the next year’s database. These fields are used for CALPADS reporting, not for the rollover process.
  • The Next School field (STU.NS) should be populated to determine which school the student will be added to in the New Year database. 
    1. If students are returning to the same school in the New Year database, the Next School (STU.NS) should be populated with the Current School code.
    2. If students are moving to a different school within the district, the Next School (STU.NS) should be populated with the School code that they will be attending.
    3. If students are leaving the district, he Next School (STU.NS) should be populated with the Inactive School code.


Withdrawal Type
Resolution/Data Entry
School Year Withdrawals
  • All Schools:   Attendance Leave Records are required to have an Exit Reason (ATT.RS) populated. 
  • Regular Schools:  All records with an Exit Reason (ATT.RS) code of "165" (Involuntary Transfer for Discipline) must have an Attendance Next School (ATT.NS) populated.
  • Alternative Ed Schools:  All records with an Exit Reason (ATT.RS) code of “160” (Moved Verified in another CA public school) must have an Attendance Next School (ATT.NS) populated.
End of Year Withdrawals
  • All Schools:   Attendance Leave Records are required to have an Exit Reason (ATT.RS) populated. 
  • The End of Year Status (STU.EOY) field on Demographics | Student Data 2 can be used to identify the correct Exit Reason (ATT.RS)  for students who are active through the last day of school but will not be returning to the school next year.  This commonly applies to students who move to another school or district.
  • Regular Schools:  All records with an End of Year Status (STU.EOY) code of "165" (Involuntary Transfer for Discipline) must have an End of Year Next School (STU.ENS) populated.
  • Alternative Ed Schools:  All records with an End of Year Status (STU.EOY) code of “160” (Moved Verified in another CA public school) must have an End of Year Next School (STU.ENS) populated.
Summer Withdrawals 
(No Shows)
  • All Schools:  Summer Withdrawals applies to students who leave while school is out during the summer, but were enrolled in the previous school year. Since these students never actually had any enrollment information for the new school year, the Summer Withdrawal Reason (STU.SWR) field and Summer Leave Date (STU.SLD) on on Demographics | Student Data 2 must be populated with an appropriate Exit Reason and date. The date should be the last day of the prior school year.
  • Regular Schools:  All records with a Summer Withdrawal Reason (STU.SWR) code of "165" (Involuntary Transfer for Discipline) must have a Summer Withdrawal Next School (STU.SNS) populated.
  • Alternative Ed Schools:  All records with a Summer Withdrawal Reason (STU.SWR) code of “160” (Moved Verified in another CA public school) must have a Summer Withdrawal Next School (STU.SNS) populated.
  • No Show Documentation.
  • No Show Guidelines.
CALPADS Exit E155 Code
(Year End Enrollment Exit Same School)

  • As of the 2014/2015 school year, CALPADS requires that all students, who do not exit during the school year and are expected to return next year, are exited the last day of school with an exit code of E155.
  • The E155 code will not be added to the Aeries Attendance Leave Reasons.
  • The E155 exit code will be automatically populated for all students without exit codes in the SENR extract, starting 14 days before the calendar last day of school.  Any new values added to STU.EOY or STU.HSG fields will be extracted and will overlay the previously reported E155 code.
  • The E155 code will not be populated in the Attendance (ATT) or Enrollment (ENR) table.  
  • The E155 code will only be submitted in the CALPADS SENR extract. 
  • The E155 code will not be available as an Attendance Leave Reason for manual population for students who leave within 14 days of the end of school, but will be returning to the same school. Our recommendation is to not drop the student but to mark the student absent for the remainder of the school year. Dropping the student will prevent the student from rolling over for the next year.
CALPADS Exit E170 Code
(Secondary Enrollment Exit)

  • The E170 exit code will be automatically populated for all Secondary Enrollment students with exit codes
  • The E170 code will not be populated in the Attendance (ATT) or Enrollment (ENR) table, 
  • The E170 code will only be converted in the CALPADS SENR extract for any exit codes populated in the Attendance (ATT) or Enrollment (ENR) tables for students with a Secondary Enrollment (Enrollment Status = 20) - concurrent enrollment record. 
Pre- Enrolled No Show
  • No Show Documentation.
  • No Show Guidelines.
  • Regular Schools:  All records with a Summer Withdrawal Reason (STU.SWR) code of "165" (Involuntary Transfer for Discipline) must have a Summer Withdrawal Next School (STU.SNS) populated.
  • Alternative Ed Schools:  All records with a Summer Withdrawal Reason (STU.SWR) code of “160” (Moved Verified in another CA public school) must have a Summer Withdrawal Next School (STU.SNS) populated.
  • If a student returns after the start of the new school year, it is necessary to leave the Summer Withdrawal STU.SWR) values to account for the enrollment gap for CALPADS reporting.
Concurrent Enrollment
  • Students, who are concurrently enrolled in two schools, need to close out the Secondary Enrollment (Enrollment Status = 20) record populating the  End of Year Status (STU.EOY) field with a “160” code. The School Leave Date (STU.LD) field must also be populated.
  • See CALPADS Exit E170 Code (Secondary Enrollment Exit) listed above.
Graduating and Matriculating
Students