CALPADS FAQs

CALPADS Queries
This is a collection of queries related to CALPADS that have been obtained from various sources. These queries are being provided here for the convenience o...
Wed, Dec 19, 2018 at 9:31 AM
Common Acronyms
The chart below provides a listing of common acronyms and their descriptions. Acronym or Other Abbreviation Description AP Advanced Placement AY...
Mon, May 11, 2020 at 7:53 AM
CALPADS Submissions Chart Guide
The CALPADS Extract Chart Guide provides an overview of the various extracts available in Aeries that are used for CALPADS reporting.  Additional specific i...
Fri, Aug 28, 2020 at 5:55 PM
Reconciliation FAQs
What is the reconciliation?  Which reconciliation approach should be used? How often should an ODS Reconciliation/Audit Process be run? Many records were ...
Tue, Jan 19, 2021 at 12:12 PM
EOY 1 FAQs
In what order should EOY Files be Submitted? What are College Credit and Articulation Courses? Why are zero (0) records in the Course Completion/Staff Dem...
Tue, Jan 19, 2021 at 12:04 PM
EOY 2 FAQs
Reporting Matriculating Students to CALPADS How are the Golden State Seal Merit Award and the State Seal of Biliteracy reported to CALPADS? Reportin...
Tue, Jan 19, 2021 at 12:04 PM
EOY 2: CALPADS Student Withdrawal Data Population Chart
This document describes how to populate data in Aeries depending on the various circumstances that students withdraw from a school or district. Following th...
Tue, Jan 19, 2021 at 5:02 PM
EOY 3 FAQs
How are Suspension Days Reported in the STAS file? Are Home/Hospital Students reported in the STAS file? Procedures on how to report Exempt Students in th...
Tue, Jan 19, 2021 at 12:06 PM
Fall 1 FAQs
Does a District need to work from a "snapshot" of the database for Fall 1 Information Day? No, a backup of the data is not needed.  However if ...
Fri, Jan 15, 2021 at 5:17 PM
Fall 2 FAQs
Can classified employees be included in the staff table (STF)? Should the staff table contain certificated employees only? How is the local mapping to the ...
Tue, Jan 26, 2021 at 6:50 PM
SELA FAQs
What Language Fluency Code (STU.LF) should be used for preschool students? During the SSID import, what are the English Language Acquisition Status Code (E...
Wed, Jan 20, 2021 at 8:03 AM
SELA: What Language Fluency Code Should Be Used For Preschool Students?
The SELA extract is programmed to skip preschool records.  Students in preschool (grade level -2) can be designated as TBD. Based on a student's birth ...
Tue, Jan 19, 2021 at 4:54 PM
SELA: During the SSID import, what are the LAC.EAC and LAC.EAD fields? How are they used?
These fields indicate a student's English Language Proficiency as last reported to CALPADS.   A student's EL designation follows the student and d...
Tue, Dec 11, 2018 at 2:56 PM
SENR: Does a District need to obtain SSIDs for Pre-Kindergarten Students (Infants, Toddlers, Preschoolers) or Private School Students who are pending a Special Education assessment?
Effective for the 2019/2020 school year, districts must acquire Statewide Student Identifiers (SSIDs) and submit data for all Pre-K through Grade 12 student...
Fri, Nov 15, 2019 at 5:23 PM
SENR: When should Enrollment Status Code of 50 Non-ADA Enrollment be used?
Beginning with the 2019–20 Fall 1 submission, districts will be able to submit enrollments using a new Student Program (STU.SP) Enrollment Status Code of 50...
Mon, Sep 30, 2019 at 10:14 PM
SENR: Skip Pre-Enrolled Records for CALPADS Extracts
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...
Wed, Jan 3, 2018 at 8:04 AM
SENR: What student Grade Levels need to be translated on the Code Value Translation tab located in CALPADS Extracts?
The extract from Aeries will automatically translate Grade Level 0 to KN.  It will also add the leading zero for Grade Levels 1 through 9.   The Code V...
Tue, Dec 11, 2018 at 3:11 PM
SENR: Which exit code should be used when exiting a student from a "secondary enrollment" (enrollment status = 20)?
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...
Thu, Jun 15, 2017 at 7:39 PM
SINF: How do we correct fatal errors due to data entry errors submitted through SINF?
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...
Mon, Jun 17, 2019 at 11:22 AM
SINF: Have confirmed the enrollment dates but still getting an GERR0005 error.
Confirm that the effective dates in Address History align with your enrollment dates.
Fri, Jul 7, 2017 at 9:13 AM
SPRG: CALPADS Special Programs Chart
For detailed information on populating and managing program records in Aeries, see:  Special Programs Note:  A change to the SPRG extract on May 2018 sh...
Wed, Dec 9, 2020 at 11:51 AM
SPRG: What are the new LIP - Language Instruction Codes
Effective 2019/2020, the CDE has developed a list of Language Instruction Programs (LIPs) for English Learners. Previously, districts reported English Learn...
Sat, Oct 24, 2020 at 2:30 PM
SPRG: What should the start date be for the LIP Instruction Codes
For the new LIP Instruction Codes, the eligibility start dates needs to be 7/1/2019 or after.   Districts will receive the GERR0007 - "Code submitt...
Wed, Dec 2, 2020 at 10:39 AM
SPRG: Why is CALPADS not reflecting our program data for students when we have added a program record for each student?
If your program data is not uploading correctly to CALPADS, check for the following possible causes: Confirm the correct school number (PGM.SCL) has been...
Mon, Oct 1, 2018 at 9:08 AM
SPRG: CALPADS Decision Guide (Chart) for NSLP/FRE Management in Aeries
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...
Thu, Mar 12, 2020 at 1:56 PM
SPRG: Using Excel when district subgroups do not match CALPADS Report 1.1 Enrollment Primary Status by Subgroups?
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...
Mon, Oct 1, 2018 at 9:13 AM
SPRG: If a district doesn' t use an "F" or "R" for Free/Reduced Meals eligibility, will issues occur in CALPADS reporting?
CALPADS only recognizes the "F" (Free) or "R" (Reduced) program codes for Free/Reduced Meals eligibility.  If your district uses differ...
Thu, Apr 5, 2018 at 11:28 AM
SPRG: What date should be used in the Special Education Entry Date field (CSE.ED)?
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...
Tue, Feb 5, 2019 at 2:26 PM
SPRG: Does a district need to enter an end date each year on Participation records?
As of the May 4, 2018 update, the SPRG extract will auto-close all open Participation for Education Program Codes.  Students can have one open record from p...
Mon, Oct 1, 2018 at 9:18 AM
SPRG: Which 504 Accommodation Plan record is extracted if a district has used the 504 (FOF) table and has records in PGM (PGM.CD = 101)?
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 CALPADS...
Mon, Mar 2, 2020 at 10:54 AM
SPRG: What is the definition of an “armed forces family member”?
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...
Tue, Jan 2, 2018 at 1:48 PM
SPRG: Why are LEAs asked to collect whether a student is an “armed forces family member”?
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...
Wed, Jan 3, 2018 at 2:26 PM
STAS: If a student enrolled in Home/Hospital or a Non-Public School (NPS), is attendance data required for CALPADS?
CALPADS will expect STAS data for all students in grades K-12, including Transitional Kindergarten (TK) student who have primary or short-term enrollments. ...
Thu, Dec 6, 2018 at 2:31 PM