Preparing for the CALPADS LEAP Submission

Expanded Learning Programs (ELOP) – Aeries Customers

Beginning with the 2025–26 school year, California school districts are required to report Expanded Learning Program (ELOP) participation to CALPADS using the new Local Educational Agency Programs (LEAP) reporting structure. This data is required for End‑of‑Year (EOY) certification.

Aeries is actively developing the LEAP extract process, which will be available prior to the CALPADS submission window. In the meantime, districts can take important steps now to ensure they are ready when the extract becomes available.

What You Can Do Now to Prepare

1. Identify Students Who Must Be Reported

Districts must report all students enrolled in an Expanded Learning Program, including:

• Expanded Learning Opportunities Program (ELO‑P)
• After School Education and Safety (ASES)
• 21st Century Community Learning Centers (CCLC / ASSETS)

✅ Students must be reported even if they never actually participated.
✅ Students with no participation must be reported with 0 participation days.

2. Review Program Setup in Aeries

Ensure Expanded Learning Programs are set up correctly in Special Programs table (PGM) in Aeries:

• Education Program Code: 194 (Expanded Learning Program)
• Program Start and End Dates: Fall within the school year (July 1–June 30)
• Student Enrollment: Students are actively enrolled at a school within the LEA

Accurate program setup now will reduce cleanup and certification issues later.

3. Establish Participation Tracking Rules

CALPADS participation rules for Expanded Learning Programs are specific:

• Track all days when a student participated in an ELOP session, no matter the length
• Any participation on a day counts as one participation day
• Multiple sessions in the same day still count as one participation day
• Students who never attend must have 0 days reported, not blanks

Districts should confirm that their local practices align with these rules. Our Supplemental Attendance feature fully supports this participation tracking.

4. Validate Data Before the Submission Window

Before running the LEAP extract later this year, districts should review for:

• Missing or invalid SSIDs
• Students expected in ELOP but not enrolled in Program Code 194
• Overlapping or open‑ended program records
• Participation totals that do not align with program records

5. Prepare for the LEAP Extract in Aeries

Once available, the Aeries LEAP extract should be used to:

• Confirm all expected Expanded Learning students appear in CALPADS data
• Verify program dates and participation day totals
• Reconcile Aeries data with CALPADS before certification opens
• Identify issues early to avoid fatal EOY certification errors

? Aeries will communicate when the LEAP extract is released and ready for use.

6. Coordinate Across District Teams

Successful LEAP reporting requires collaboration:

• Expanded Learning staff confirm participation and tracking practices
• CALPADS and Aeries administrators validate program coding and extract results
• Districts align on a single source of truth for participation totals

Important Reminder

Expanded Learning reporting through LEAP is required for EOY certification. Missing or invalid data may result in fatal CALPADS errors that block submission.

Taking time now to prepare your data in Aeries will help ensure a smooth and successful submission later.

Stay Informed

Aeries will continue to provide updates, documentation, and guidance as the LEAP extract is finalized. Please monitor Aeries communications and support resources for upcoming announcements.