The Student Counts (Census Day) Report can be used to validate student data in Aeries that is submitted to CALPADS.  Since an effective date is used with this report, it can also be used to verify student counts, grade level counts and program counts on any school day.


From the Reports navigation tree, search for Student Counts (Census Day) Report.



There are two report options available when printing the Student Counts (Census Day) Report.

  1. Grade and Ethnicity
  2. Grade and Subgroup


Student Counts (Census Day) Report by Grade and Race/Ethnicity

To run the Student Counts (Census Day) Report by Grade and Race/Ethnicity, select from the following options:

  • Select the Grade and Ethnicity/Race radio button.
  • Enter the Enrollment Date for the report.
  • If the effective date entered in the Enrollment Date field is a Census Day (CALPADS Information Day), the Update STU.CIC (Counted in Census Day) option will become available.  If selected, the STU.CIC field will be populated with a "Y" for every student who was enrolled on Census Day.  If the STU.CIC is populated, additional information on students, enrolled on Census Day, can be obtained using the following KEEP Query:  KEEP STU IF CIC = Y
  • The Group by Grade option will group totals by grade level for each school selected.  If the option is not selected, the report will provide school totals.
  • The Honor Reporting Home School option will populate student grade and race/ethnicity counts in the Reporting Home School for students with the Reporting Home School (STU.HS) field populated.
  • The Sort Schools by Name option, if selected, will list the schools alphabetically instead of numerically.
  • Select the Schools to be included in the report.  The Select All, Clear All and Show Selected options are available to assist with the selection process.

  When all options have been selected, click the Run Report button.



The report will display the Race/Ethnicity Totals by Grade Levels for each School, a School Total for each Race/Ethnicity and an overall District Total for each Race/Ethnicity on the last page.


Race/Ethnicity
Qualifying Value
Total Enrolled
Total count of students active on the reporting date.
Hispanic
Total count of students if the Ethnicity (STU.ETH) field is populated as "Yes, Hispanic or Latino".  If students STU.ETH = Y, students will only be counted in the Hispanic column, even if the students have values in the Race (STU.RC1 - STU.RC5) fields.
American Indian/Alaskan Native
Total count of students if Race field (STU.RC1)  = 100.
Asian
Total count of students if Race field (STU.RC1) = 201 through 299 or STU.RC1 = 400
Black/African American
Total count of students if Race field (STU.RC1) = 600.
Hawaiian/Pacific Islander
Total count of students if Race field (STU.RC1) = 301 through 399.
White
Total count of students if Race field (STU.RC1) = 700.
Multiple
Total count of students if values exist in Multiple Race fields (STU.RC1 - STU.RC5).
Missing
Total count of students not listed/missing race and ethnicity.


Displayed below is an example of the Student Counts (Census Day) Report by Grade and Race/Ethnicity.



Student Counts (Census Day) Report by Grade and Subgroup

To run the Student Counts (Census Day) Report by Grade and Subgroup, select from the following options:

  • Select the Grade and Subgroup radio button.
  • Enter the Enrollment Date for the report.
  • If the effective date entered in the Enrollment Date field is a Census Day (CALPADS Information Day), the Update STU.CIC (Counted in Census Day) option will become available.  If selected, the STU.CIC field will be populated with a "Y" for every student who was enrolled on Census Day.  If the STU.CIC is populated, additional information on students, enrolled on Census Day, can be obtained using the following KEEP Query:  KEEP STU IF CIC = Y
  • The Group by Grade option will group totals by grade level for each school selected.  If the option is not selected, the report will provide school totals.
  • The Honor Reporting Home School option will populate student grade and race/ethnicity counts in the Reporting Home School for students with the Reporting Home School (STU.HS) field populated.
  • The Sort Schools by Name option, if selected, will list the schools alphabetically instead of numerically.
  • Select the Schools to be included in the report.  The Select All, Clear All and Show Selected options are available to assist with the selection process.

When all options have been selected, click the Run Report button.



The report will display the Subgroup Totals by Grade Levels for each School, a School Total for each Subgroup and an overall District Total for each Subgroup on the last page.


Subgroup
Qualifying Value
Total Enrolled
Total count of students active on the reporting date.
English Learners
Total count of students with a Language Fluency (STU.LF) = English Learners (EL) and Redesignated(RFEP) Students if a Language Redesignation Date (LAC.RD1) is after the Enrollment Date entered on the report.
Title III Eligible Immigrants
Total count of students with the following conditions:
  • Birth Country (STU.BCU) is not equal to US or Puerto Rico and US School Entry Date (LAC.USS) within 3 years of the Enrollment Date entered on the report.
  • Secondary Student Data US School < 3 years field (SSD.SUS) = Y
Gift and Talented Education (GATE)
Total count of students with either of the following conditions:  
  • If using Program (PGM) table, Program code (PGM.CD) = 127 and dates in Program Eligibility Start Date (PGM.ESD) or Program Participation Start Date (PGM.PSD) fields effective the Enrollment Date entered on the report.  
  • If using the GATE (GTE) table, GATE Eligibility Start Date (GTE.ESD) or GATE Participation Start Date (GTE.PSD) fields effective the Enrollment Date entered on the report.
Title I Part C Migrant
Total count of students with Program Code (PGM.CD) = 135 and date in Program Eligibility Start Date (PGM.ESD) or Program Participation Start Date (PGM.PSD) fields effective the Enrollment Date entered on the report.
Special Education
Total count of students with a Special Education Entry Date (CSE.ED) and Special Education Exit Date (CSE.XD) = NULL effective the Enrollment Date entered on the report.
LEP (EL + Selected RFEP)
Total count of students with the following conditions:
  • Students with Language Fluency (STU.LF) = English Learner (EL) and Student Language Fluency (STU.LF) =  Redesignated (RFEP) if the Language Redesignation Date (LAC.RD1) is after the Enrollment Date entered on the report.
  • Students with Language Redesignation Date (LAC.RD1) = Null or the date is before the Enrollment Date entered on the report.
Socio-Economically Disadvantaged
Total count of students with any of the following conditions:
  • Free or Reduce record effective the Enrollment Date entered on the report.  The Eligibility Start Date (FRE.ESD) <= and the Eligibility End Date  >= the Enrollment Date entered on the report for students with a Free or Reduce Program Code of FRE.CD = F or FRE.CD = R.
  • Parent Education Level (STU.PED) = 14 (Not HS Graduate).


Displayed below is an example of the Student Counts (Census Day) Report by Grade and Subgroup.