Eligibility Status Translations (as of 9/8/2024)
Reason for Service Translations (as of 9/8/2024)
NOTE: This cross-reference chart is still a work in progress. Additional fields need to be added to existing tables, and perhaps additional tables added to fully implement this solution. As changes are made, this cross-reference page will also be adjusted.
Overview
This chart lists each field from the CAPSDAC Appendix A documentation for each CAPSDAC extract. It indicates the Aeries tables & fields that are used for this data.
Here are resource documents from the CDE pertaining to CAPSDAC:
- CAPSDAC Support: Technical support for the California Preschool Data Collection (CAPSDAC).
- CAPSDAC User Manual: User Manual for the California Preschool Data Collection System (CAPSDAC)
- Please review Appendix A for a full description of what each field represents in the CAPSDAC extract and what validations are applicable:
Classroom Extract ↑
Field Name | Req? | Aeries Table.Field | Notes |
|---|---|---|---|
Preschool CDS Code | Y | LOC.CC + LOC.DC + LOC.SC | |
Classroom ID | Y | CAR.SC_CAR.CN_CAR.SE_CAR.TN or CAR.SC_CAR.CN_CAR.SE_SSE.ID (Flex) | Must be unique per school |
Classroom Name | Y | CAR.SC_CAR.CN_CAR.SE_TCH.TE or CAR.SC_CAR.CN_CAR.SE_STF.LN (Flex) | Must be unique per school |
Care Type | Y | “P” | Default to Part Time (Can’t use existing ECD student designations, need section-level field) |
Languages Teachers Use | Y | “eng” | Default to English +MST.LI if populated (Need Staff and/or Section-level field) |
Languages Teachers Proficient | Y | “eng” | Default to English (Need Staff-level field) |
Languages Aides Use | Y | “eng” | Default to English (Need Staff and/or Section-level field) |
Languages Aides Proficient | Y | “eng” | Default to English (Need Staff-level field) |
Language Program Type | Y | MST.ESR | (Translated from existing CALPADS values - Need Section-level field) |
Staff Extract ↑
Field Name | Req? | Aeries Table.Field | Notes |
|---|---|---|---|
Preschool CDS Code | Y | LOC.CC + LOC.DC + LOC.SC | |
Staff ID | Y | STF.ID | |
Last Name | Y | STF.LN | |
First Name | Y | STF.FN | |
Middle Initial | N | LEFT(STF.MN,1) | |
Date of Birth | Y | STF.BD | |
Gender | Y | STF.GN | |
Is Hispanic YN | N | STF.ETH | Can be blank |
Races | N | STF.RC1-RC5 | Rolled up to major categories. Can be blank or contain multiple comma-separated values. N (Need to solve for duplicate main values since RC1-5 allow duplicates) |
Staff Role | Y | Calculated | If SSE.SR=“087” or SSE.PR=“Y” or SSE.PPR=“Y” or STF.SID>0 or STF.TI contains “Teacher” then 1 (Teacher) If not, or SSE.SR = ‘033’ then 2 (Classroom Aide) - (Needs more refinement, may require schools to be Flex) |
Highest Degree | Y | STF.EL | Translated from CALPADS values to new CAPSDAC code set. |
Years Experience In LEA | Y | STF.TYD | Non-negative whole number - Calculations should be updated every year. |
Waiver YN | Y | Calculated | IF MST.NCA (Local Assignment Option) is populated or STF.SID = 9999999999 or STF.SID is NULL, then Y, else N (Needs Staff-level value) |
SEID | M | STF.SID | Can be blank |
Permit | N | Calculated (not currently available in Aeries) Highest level of permit & credentials - need ranking from CAPSDAC) | IF MST.NCA (Local Assignment Option) is populated then blank (Not required). If STF.SID = 9999999999 or STF.SID is NULL, then 13 (Other Credential) if STF.SID is populated, then 11 (CTC Credential), else 13 (Other credential) |
Classroom Assignments | N | CAR.SC_CAR.CN_CAR.SE_CAR.TN CAR.SC_CAR.CN_CAR.SE_SSE.ID (Flex) | Comma-separated list |
Child Extract ↑
Field Name | Req? | Aeries Table.Field | Notes |
|---|---|---|---|
Preschool CDS Code | Y | LOC.CC + LOC.DC + LOC.SC | |
Child ID | Y | STU.ID | SSID collection coming in v2 |
Last Name | Y | STU.LN | |
First Name | Y | STU.FN | |
Middle Initial | N | LEFT(STU.MN,1) | |
Gender | Y | STU.GN | |
Date Of Enrollment Start | Y | ECD.SD | MM/DD/YYYY |
Date Of Enrollment End | N | ECD.ED | MM/DD/YYYY |
Eligibility Status | Y | ECD.RS | Translated to new, condensed code set. See Eligibility Status Translation below. |
Date Of Birth | Y | STU.BD | MM/DD/YYYY |
Country Of Birth | Y | STU.BCU | |
State Of Birth | N | STU.BST | |
City Of Birth | M | STU.BCY | |
Is Hispanic YN | N | STU.ETH | Can be blank |
Races | N | STU.RC1-5 | Can be blank, rolled up to major categories, comma-separated values |
IEP or IFSP | Y | CSE.PT | Translated based on CSE.PT and CSE.XD if populated. |
Date Of Instrument | Y | LAC.HLD or LAC.SD OR ESD.SD | If LAC.HLD is populated or LAC.SD is populated. Otherwise, use ECD.SD. Else use ‘11/11/1111’ |
Languages Home | M | Values from LAC.L3-L4 if populated, or STU.CL | If populated use unique values from LAC.L3-L4. Otherwise, use STU.CL. Else use ‘eng’ |
Language Most Used | M | STU.HL | Use STU.HL if populated, Else ‘eng’ |
Is Dual Language Learner YN | Y | Calculated | If STU.LF=EL then Y, IF LAC.L1-L4 is other than English then Y, else N |
Is DLL Teacher Designated YN | M | Not stored in Aeries | Not stored in Aeries, so default to ‘N’ for now |
FICN | Y | “FK”+STU.FK | At least one character required so append FK at front of STU.FK (Family Key) |
Family Size | Y | Calculated | If FRE.NO =0 then count 1 for child, and 1 for each PG record extracted. (Not explicitly stored in Aeries) |
Family Monthly Income | Y | FRE.MO | May count income differently, so actually need separate field for ECD |
Cal WORKs Recipient | Y | Calculated | If FRE.AF or FRE.FS>” “ then “01” Otherwise “04” (Need place to store family income information for ECD) |
Reason For Service | Y | ECD.RS | Translated to smaller code set. See Reason For Service Translation below. |
Head Of Household Last Name 1 | Y | CON.LN | If CON.CD = code in DPT option. (Need to rework to use Lives With instead of P1/P2) |
Head Of Household First Name 1 | Y | CON.FN | |
Head Of Household Middle Initial 1 | N | LEFT(STF.MN ,1) | |
Head Of Household Education 1 | Y | CON.ELV | |
Head Of Household Last Name 2 | N | CON.LN | If CON.CD = code in DPT option. (Need to rework to use Lives With instead of P1/P2) |
Head Of Household First Name 2 | N | CON.FN | |
Head Of Household Middle Initial 2 | N | LEFT(STF.MN ,1) | |
Head Of Household Education 2 | N | CON.ELV | |
Language Family Written | M | STU.CL | Not stored in Aeries for ECD |
Language Family Verbal | M | STU.HL | Not stored in Aeries for ECD |
Home Address 1 | Y | STU.RAD | |
Home Address 2 | N | (BLANK) | No Address 2 field exists in Aeries |
Home City | Y | STU.RCY | |
Home State | Y | STU.RST | |
Home ZIP | Y | STU.RZC+STU.RZX | Must be XXXXX-XXXX |
Mailing Address 1 | N | STU.AD | If different |
Mailing Address 2 | N | (BLANK) | No Address 2 field exists in Aeries |
Mailing City | N | STU.CY | If different |
Mailing State | N | STU.ST | If different |
Mailing ZIP | N | STU.ZC+STU.ZX | If different |
Service Type | Y | Calculated | If ECD.PT= A or B then 1 (Direct Services) or if ECD.PT = C or D then 2 (Subcontracted Services) |
Full Time Enrollment | M | CAR.SC_CAR.CN_CAR.SE_CAR.TN CAR.SC_CAR.CN_CAR.SE_SSE.ID (Flex) | If ECD.SIT = 01 or ECD.SIT=” “ |
Part Time Enrollments | CAR.SC_CAR.CN_CAR.SE_CAR.TN CAR.SC_CAR.CN_CAR.SE_SSE.ID (Flex) | If ECD.SIT in (02,03) or ECD.SIT=” “ and ECD.PT=”B” or ”D” or “Y” |
Eligibility Status Translations (as of 9/8/2024) ↑
| Aeries Value | Aeries Description | CAPSDAC Value | CAPSDAC Description |
| ECD.RS = A | Child Protective Services or At-Risk | C | Protective Services (CPS/At-Risk) |
| ECD.RS=C | Experiencing Homelessness | A | Homeless (Experiencing Homelessness) |
| ECD.RS= J | Handicapped Program | F | Children with Disabilities (Exceptional Needs) |
| ECD.RS =S | CSPP Neighborhood School Eligibility | D | Qualified Neighborhood School |
| ECD.RS= U | CSPP Early Enrollment | H | Early Enrollment TK Eligibility |
| ECD.RS= V | Means-Tested Government Program | G | Government Programs Categorical Eligibility |
| FRE.FS is populated | SNAP# | E | Current Aid Recipient (Cash Aid) |
| FRE.AF is populated | TANF# | E | Current Aid Recipient (Cash Aid) |
| FRE.CD = F | Free Meals | B | Income Eligible |
| FRE.CD = R | Reduced Meals | B | Income Eligible |
| Otherwise | D | Qualified Neighborhood School |
Reason for Service Translations (as of 9/8/2024) ↑
| Aeries Value | Aeries Description | CAPSDAC Value | CAPSDAC Description |
| ECD.RS = A | Child Protective Services or At-Risk | C | CPS or At-Risk |
| ECD.RS = B | Parent/Caretaker Incapacitated | D | Parent/caretaker incapacitated |
| ECD.RS = C | Experiencing Homelessness | A | Homeless |
| ECD.RS = D | Employment | B | Working |
| ECD.RS = E | Education/Vocational Training | E | Education or training |
| ECD.RS = F | Both Employment & Education/Vocational training | B | Working |
| ECD.RS = G | Seeking Employment | F | Actively seeking employment |
| ECD.RS = H | Seeking Permanent Housing | G | Seeking permanent housing |
| ECD.RS = J | Handicapped Program | H | No Need |
| ECD.RS = Q | Part-Day CA State Preschool Program | H | No Need |
| ECD.RS = R | CSPP No Need | H | No Need |
| ECD.RS = S | CSPP Neighborhood School Eligibility | I | Qualified Neighborhood School |
| ECD.RS = U | CSPP Early Enrollment | H | No Need |
| ECD.RS = V | Means-Tested Government Program | H | No Need |
| Otherwise | H | No Need |