UPDATE: 9/14/2023 - CALPADS CHANGES FOR 2023-2024 go into affect as of 9/19/2023. It is important that users download a new SENR ODS file from CALPADS before processing changes on or after the CALPADS rollover date of 9/19/2023.
CALPADS launched a redesign in their environment for the way the extract files are processed. As a result, Aeries had to make immediate changes to the way the CALPADS Enrollment Updates are processed and submitted to CALPADS. This documentation outlines the new process and the steps needed moving forward for extracting and uploading SENR, SINF SPRG and SELA extracts in CALPADS as of 8/25/2022.
CALPADS released Update Flash #224 with the details of the required file changes.
For information about the Post Redesign changes. See Post Redesign Changes.
The Enrollment Update tab has been updated with new vertical tabs for the SENR (Student Enrollment), SINF (Student Information), SPRG (Student Programs) and SELA (Student English Language Acquisition) extract files to submit to CALPADS. These files are used for Fall 1, Fall 2 and EOY submissions. All functions related to those specific extracts have been moved to these vertical tabs.
The SENR (Student Enrollment) and SPRG (Student Programs) extracts have been adjusted to use the new CALPADS History (XRP table). When an SENR or SPRG extract is generated, the data is now saved in Aeries in the CALPADS History (XRP table), and the user can indicate that the file successfully posted to CALPADS. Aeries will then take those changes into account when generating subsequent extract files. When a new ODS extract for a particular process (SENR or SPRG) is generated, the CALPADS History will start over again from the beginning, with the latest ODS Extract.
This new process will ensure the SENR (Student Enrollment) and SPRG (Student Programs) changes made from the last successful submission to CALPADS will be included in the new extract files. Consequently, the files will be much smaller than before.
When running the process in the current year database, at the beginning of the school year, the previous year’s enrollment must be closed out.
NOTE: Due to the CALPADS Post Process Redevelopment Project, we were required to adjust our extracts and split exits and new enrollments into separate files. Submit and post the file that includes Exits first, followed by the file that includes new enrollments. Per CALPADS Flash #224.
NOTE: If the user chooses to start the process over, a new CALPADS ODS file needs to be imported to establish a clean CALPADS History table in XRP. Starting the process over does not have any negative impacts on the import process and is recommended every couple months.
Process for Uploading SENR and SPRG Files ↑
The first time the process is run, an ODS file needs to be extracted from CALPADS and used as the initial import into Aeries.
In Aeries, on the CALPADS EXTRACTS page, select the appropriate vertical tab (SENR or SPRG) that will be used for the process. Extracts must be done in a particular order, starting with SENR. When an ODS file is being imported for the first time, the option Use CALPADS History is disabled.
If extracting a SENR file, click the Select SENR ODS Extract File button, then navigate to the location where the file is saved on the computer drive.
NOTE: When extracting a SPRG file, make sure you are on the SPRG vertical tab, click the Select SPRG ODS Extract File button, then navigate to the location of where the file is saved on the computer drive. The entire process is the same for both the SENR vertical tab and the SPRG vertical tab.
Once the file is selected, it will display under the button. Select the Load File, Evaluate, and Create New (SENR or SPRG) File(s) button. This process will return a zip file containing multiples files that are necessary for importing into CALPADS.
CALPADS History XRP ↑
NOTE: A process was needed for brand-new enrollments that have a change in the Enter Date. The only way to fix that enrollment record in CALPADS now is to delete the existing, incorrect record and upload a new record with the correct date. However, if there is only one SENR record for a student in CALPADS, their system will not allow you to delete that record. Therefore Aeries SENR ODS logic has been adjusted to update that enrollment record to a “No Show” enrollment (N470 exit code), then add a new record with the correct enrollment date.
Once all steps have been completed for uploading the SENR files, then proceed to importing the SPRG files. To avoid errors such as GERR0005 - LEA does not have ownership of student enrollment to make the update, be sure that all SENR records have a status of COMPLETE prior to importing SINF, SPRG or SELA records. Per CALPADS, the ODS files are a snapshot as of 10:00 p.m. the previous day. For the CALPADS processing schedule, see CALPADS Hours.
For detailed information on SENR ODS Extracts, see SENR ODS Extracts.
For detailed information on SPRG ODS Extracts, see SPRG ODS Extracts.
Rejected Files ↑
Maintaining EXTRACT Updates ↑
- Select the option Use CALPADS History
- Select Create New (SENR or SPRG) File(s).
- Download the zip file and extract all files locally
- Submit and Post each file in CALPADS in order starting with 001, 002, 003, etc.
- If all files posted to CALPADS successfully, POST each matching file on the CALPADS History page starting with 001.
- If any file is rejected, fix the errors in Aeries then create a new set of files and repeat the process starting with the most recent batch of files.
- Repeat the process anytime changes in Aeries are made regularly every couple weeks as necessary.
SINF TAB ↑
The Create SINF Extract File button will extract various Student Demographic data required to be submitted for CALPADS.
When Extract SINF for ALL Students option is de-selected, the regular SINF extract is generated and only students with changes that are logged in the CALPADS Log Details (LGD) table and the Address History (ADH) table will be extracted.
NOTE: Address changes only come from ADH. If there are ADH records in LGD but not in ADH, then nothing will extract.
The option Extract SINF For All Students, when selected, will allow the creation of the SINF extract for ALL students. This option is available for districts that mass change data (ex: SQL or Aeries Queries) where the information doesn't write to LGD (CALPADS Log Details) or ADH (Address History) tables. The Extract SINF File for ALL Students button is optional, however, after the CALPADS 2023-24 changes, it is necessary use this option each year to ensure all students are getting their SINF record extracted at least once with the Parent Education Levels from both parents.
To help prevent CALPADS errors when changes are made to specific fields, the SINF extract will ignore the date of the change from the CALPADS Log Details (LGD) table and instead use the student enrollment start date. The fields are: Student Birth Date (STU.BD), Student Birth City (STU.BCY), Student Birth State (STU.BST), Student Birth Country (STU.BCU), Student Ethnicity (STU.ETH), Student Race (STU.RC1-RC5), and US School Enter Date (LAC.USS).
SINF - Parent/Guardian Contact and Parent Ed Level Data ↑
As of 2023-2024 academic year, the Parent Education Level will be extracted for each parent found in the Contacts table. It is important to make sure the Contacts are identified with a Parent/Guardian according to the District Settings and that the Parent Education Level is populated in CON.ELV. It is also important that at the start of each school year, once data has been cleaned up and is accurate and Parent Data information is added to the CON table, the SINF extract should be run with the option selected to Extract SINF for All Students.
When Extract SINF for All Students is de-selected:
- The process will check for CON.ELV records in CALPADS Log Details (LGD) and if found, will trigger the system to extract the following for those students found in LGD with a CON.ELV record:
- The Parent/Guardian Last Name and First Name for each identified Parent/Guardian according to District Settings from CON.LN and CON.FN in the Contacts table will extract into SINF.
- The parent's Education Level for each identified Parent/Guardian according to District Settings will pull from CON.ELV in the Contacts table will extract into SINF.
- No Parent Ed Level records will pull directly from CALPADS Log Details (LGD) as of 9/19/2023 (STU.PED nor CON.ELV).
When Extract SINF for All Students is selected:
- The SINF extract will pull the Parent/Guardian Last Name (CON.LN) and First Name (CON.FN) for each identified Parent/Guardian according to District Settings from the Contacts table for all students where a Parent/Guardian Contact record is found.
NOTE: When a change is recorded in the CALPADS Log Details (LGD) or the Address Change History (ADH) page after a student has withdrawn from the school, the SINF extract has been adjusted to use a date within the student's enrollment to avoid causing fatal error GERR0005.
SELA TAB ↑
The CALPADS SELA file collects English Language Acquisition Status (ELAS) information that has changed from what was originally reported to CALPADS.
To accommodate this, an ODS import process has been added to Aeries to import student’s existing CALPADS English Language Acquisition Status (ELAS) information. The SELA ODS Import process will import CALPADS data into two Aeries Language fields. See SELA Import for more information.
Full Extracts - Create Legacy Files ↑
Other Information Related to Extracts ↑
Do Not Extract Dates in the Future ↑
This option has been added if students need to complete the CAASPP test (TOMS) within the last two weeks of the school year. This option will exclude exit reasons (ex: E155) and dependent info from the SENR file. Using this option will ensure the student is active in TOMS.