Aeries Software

Each year, CALPADS creates a calendar and sets the dates for submission requirements and deadlines.   Use this link to access the current CALPADS Calend...

The CALPADS Extract Chart Guide provides an overview of the various extracts available in Aeries that are used for CALPADS reporting.  Additional specific i...

Students in preschool (grade level -2) should be designated as TBD.  Based on a student's birth date, language fluency testing occurs when a student fi...

In Aeries, reconciliation is called ODS Audit/Reconciliation Process.   Aeries recommends using the ODS Audit/Reconciliation Process that is located on...

All districts need to perform an ODS Reconciliation/Audit Process when first using CALPADS.  This process should be done at least every two months, thereaf...

Only the records that need to be changed will be in the SENR extraction that will be uploaded to CALPADS.

When submitting EOY, submit in the following order; EOY2 - Enrollment Updates and Program Information EOY3 - Discipline and Attendance Information EOY1 ...

The EOY course completion extracts pull data from Transcripts - HIS table.   Secondary schools must copy grades to transcripts (HIS table) before obtain...

The following list outlines the CALPADS requirements for course completion. As part of the EOY 1 submission, LEAs must submit information on courses that...

A Dual Enrollment course is ANY course that a student takes and earns college credit. Districts are not required but can give the student high school credit...

Note:  In order to amend data for previous years, we recommend contacting CALPADS. Below are the guidelines for reporting Dual Enrollment Courses in Aer...

All students who are concentrators and completers must have a current academic year record (CPH.AY).  Using the Career Pathways Dashboard, verify that quali...

Only students marked as concentrators and completers within a Career Pathway are included in the SCTE file extract. Students can be tagged as concentrators ...

This document describes how to populate data in Aeries depending on the various circumstances that students withdraw from a school or district. Following th...

Matriculating students need to be coded correctly in Aeries when closing out student enrollment for the school year. A matriculating student is a student wh...

Listed below are the steps for reporting the Golden State Seal Merit Award and State Seal of Biliteracy on all graduated students: Add codes to Activity t...

The following addresses how suspensions are extracted for CALPADS reporting: Only Suspensions that are full day suspensions will be reported in the Atten...

The CALPADS STAS extract analyzes student program enrollment (STU.SP) and reports the program which represents the majority of a student's enrollment. ...

No.  A backup of the data is not needed.  However if a district wants to have one, a backup can be created of your database on Information Day for Fall 1 r...

Although Aeries will report a staff record becoming inactive to CALPADS, staff (STF table) and teacher (TCH table) data records should be updated each year ...

If the regular teacher is not teaching their assigned students on Information Day, the teacher who is "responsible for the class" should be report...

Each district can decide how to populate the staff table (STF).  Both certificated and classified employee data can be listed in the staff table. As long a...

The Course Group State field is located in the Course table on the California Specific Fields tab.  CALPADS provides a Code Set table which lists the vario...

If a course/class falls into more than one instructional strategy category and one of those strategies is Special Education, then Special Education is the...

If students are on a short term independent study contracts, their schedules are not changed.  The short term independent study information is documented in...

At the elementary level, the Teacher Data form has the necessary fields for indicating that a class is a Special Education self-contained class.  Populate ...

These fields indicate a student's English Language Proficiency as last reported to CALPADS.   A student's EL designation follows the student and d...

Effective for the 2019/2020 school year, students who are pending assessment/evaluations for Special Education must have an SSID.  The student's Enroll...

Effective for the 2019/2020 school year, students who are pending assessment/evaluations for Special Education must have an SSID - even if they are attendin...

The snapshot below is from CALPADS documentation regarding reporting requirements for Pre-Kindergarten enrollments. Use this link to download the complete...

When creating CALPADS extracts, districts have the option to skip pre-enrolled students from being included in any extracts.  This does not affect the SS...

The extract from Aeries will automatically translate grade 0 to KN.  It will also add the leading zero for grades 1 through 9.  The Code Value Translations...

Choose any code that is preferred when withdrawing a secondary enrollment within Aeries.  For example, if you want to track within the record that the stu...

A new page has been added to Aeries to help remove data or edit the date in the Log Details (LGD) table that is used for the SINF file.   The CALPA...

Confirm that the effective dates in Address History align with your enrollment dates.

Address changes are saved in the Address History table with start and end date.  This data will be included in the CALPADS Student Information (SINF) extrac...

Education Program Code Education Program Name Membership Category Code/Name   Last Academic Year Effective Freshdesk Documentation Link 101 504 Accommoda...

If your program data is not uploading correctly to CALPADS, check for the following possible causes: Confirm the correct school number (PGM.SCL) has b...

The membership category type determines which field should be populated for a program.  If you do not populate the correct date field, your district will ...

The FRE table is a multi-record table and needs to be managed carefully.  If there is more than one record, the proper Eligibility Start and End Date must...

If the district student program enrollment counts do not match CALPADS, then a district must determine the cause of the difference?  Although a district may...

CALPADS only recognizes the "F" (Free) or "R" (Reduced) program codes for Free/Reduced Meals eligibility.  If your district uses differ...

The Special Education Entry Date (CSE.ED) is always the initial date that a student qualified for Special Education Services (IEP) - regardless if that dat...

Participation in Program 101 (504 Accommodation Plan) should be verified on an annual basis and should be updated throughout the year.   If the student&...

Records in the 504 table (FOF) or Program (PGM.CD = 101) table should only be entered for students who qualify for a 504 Accommodation Plan.   The CALPA...

A student is considered to be an Armed Forces Family Member if at least one parent is an Armed Forces member, on active duty or serves on full-time National...

As part of the new accountability requirements under the Every Student Succeeds Act (ESSA), the U.S. Department of Education is requiring LEAs to identify s...