Why do I have to create multiple SENR files  

Why do we have to request an ODS extract going 2 years back?  

Will the SENR or SPRG zip file always contain at least 3 different files?  

How often does the ODS extract get created?  

Does the old Method still work  

What is the reason for the CALPADS History table  

Why does the LEA need to check the CALPADS History box before creating SENR or SPRG files? 

Can an SENR file be created for a single school instead of the entire District  


SENR FAQ 


The following is a compilation of Questions and Answers related to the changes in the Enrollment Update process effective 08/25/2022. For information on the process, see CALPADS Extracts - Enrollment Update Tab.


This document is a work-in-progress and will be updated as new questions are addressed.



Why do I have to create multiple SENR files  


In the current system, exiting and enrolling the same student must be submitted in separate files. In the legacy system, LEAs could submit an exit record and an enrollment record for a single student in the same file. In the current system, these records for the same student can no longer be submitted in the same file. Submitting both an exit and enrollment record for the same student in one file will trigger SENR0027. Due to this required change, it was necessary for Aeries to update the process it uses to import the SENR and SPRG records.


Why do we have to request an ODS extract going 2 years back?  


The reason the ODS extract needs to go back two years is because the extracts occasionally need to capture exits that happened in the prior school year. For example, schools may have populated the EOY field, or Completion Status records in the previous year that did not get imported into CALPADS prior to CALPADS 07/01 fiscal year change. This process needs to accommodate for all changes occurring last year and this year to avoid causing any dropouts. Another reason is so the system can determine if the record being deleted is the only existing record which will prevent the IVR0180 error from occurring.


Will the SENR or SPRG zip file always contain at least 3 different files?  


No, not always. Initially, if users haven't imported their data for a period of time, for example, it's the start of a new school year, they will have a lot of new data to submit into CALPADS- new enrollments, students that exited, etc. The second time the extract is run, they do not need to start with a new ODS file again, provided they are using our process as expected. The extract will contain only changes from the last time it was processed. For this reason, they may not have a REMOVALS file or an EXITS file and therefore, could end up with only a single file. Also, sometimes there could be two REMOVALS or two EXITS instead of just one.


How often does the ODS extract get created?  


It is recommended that this process be run every couple months to ensure that changes made in CALPADS by the LEA or other LEA's are updated in your current year SIS.  Creating a new ODS will capture all data from CALPADS as of that day and will be used to match up to the current data in Aeries to be evaluated again for any further changes.


Does the old Method still work  


The old method, now called the Legacy method is still available on the new Enrollment Update -SENR and SPRG tabs. This method is not recommended as it can cause fatal errors due to the changes made by CALPADS.



What is the reason for the CALPADS History table  


The CALPADS History (XRP) table is designed to store all ODS data extracted from CALPADS so that it can be used to compare the data from CALPADS and Aeries and only create changes that need to be submitted into CALPADS. 


Why does the LEA need to check the CALPADS History box before creating SENR or SPRG files?


By selecting the "Use CALPADS History" option, the extract will use the data stored in the XRP table and compare to the data in Aeries for identifying any changes rather than having to extract an ODS file again each time an extract is generated.


Can an SENR file be created for a single school instead of the entire District  


It is highly recommended to include ALL regularly-reported schools in the district that are reported to CALPADS. It processes all the schools because of the inherent behind-the-scenes processing and reconciles data so all data from all schools must be included. 


There are students in my delete file that I'm not certain should be deleted, how can I confirm  


This means that the data in CALPADS is not matching in Aeries. First check the school CDS code, enrollment start date and SSID to confirm the record that is being removed. Review the information in CALPADS and Aeries, the process is not seeing an enrollment record in Aeries that matches this school CDS code, start date and SSID and therefore, is being deleted. Check the Updates files for this student to see if there is a new enrollment record with the correct information in Aeries. 


A record may be getting deleted for school "A". A new record may be getting added for School B. If school A no longer has any enrollment records in Aeries and the record was found in CALPADS ODS, the process will delete the School A record.


SCENARIO  


Student Changed Schools, No-Show at one school, Entered a New School

  • Student Enrolled in School A
  • Student was reported to CALPADS as of 08/15/2022
  • Student no-showed at School A
  • Student Enrolled at School B


For school A, student needs to be dropped with a no-show tag in Aeries. In School B, a new enrollment record will be created. The process will create a REMOVAL record for School A with the CDS code of school A, a start and end date of the same date (08/15/2022). The student will have an UPDATE record for School B with the new start date.


Student was reported to CALPADS as a TK, then ended up being a No-Show

  • Student Enrolled in School A
  • Student was reported to CALPADS as of 08/15/2022
  • Student no-showed at School A

For school A, student needs to be dropped with a no-show tag in Aeries. The process will create a record for School A with the CDS code of school A, a start and end date of the same date (08/15/2022).  



Why do I have students with 470 in my file that are not drop-outs and are still enrolled in my district  


To prevent IVR0180 (record deletes the last student enrollment), 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.


SCENARIOS  


Deleting the only Enrollment Record in CALPADS

  • Student enrolled in school A.
  • Student was reported to CALPADS with the only enrollment record in CALPADS
  • School finds out Student is no longer attending or student has a new start date.


Process will create a REMOVAL record for School A with a 470 exit reason and the same start and date using the date from CALPADS. Student will have an UPDATE record that includes the new enrollment start date.


Can I have students manually added to CALPADS and not maintained in Aeries  


If students are manually added to CALPADS and are not maintained in Aeries and the students are in the CALPADS ODS file, the process will delete these students in the REMOVALS file. To properly manage these students, they should be maintained within a school in Aeries using the proper settings. Otherwise, this school should not be selected when creating the CALPADS ODS extract file.