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CALPADS FAQs

What are the deadlines for CALPADS reporting?
Each year, CALPADS creates a calendar and sets the dates for submission requirements and deadlines.   Use this link to access the current CALPADS Calend...
Wed, Nov 8, 2017 at 8:58 PM
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...
Thu, May 24, 2018 at 9:23 AM
What Language Fluency Code Should Be Used For Preschool Students?
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...
Tue, Jan 2, 2018 at 1:47 PM
What is reconciliation? Which reconciliation approach should I use?
In Aeries, reconciliation is called ODS Audit/Reconciliation Process.   Aeries recommends using the ODS Audit/Reconciliation Process that is located on...
Mon, Apr 2, 2018 at 12:18 PM
How often should an ODS Reconciliation/Audit Process be run?
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...
Thu, Jul 6, 2017 at 8:38 PM
Many records were loaded into Aeries during the ODS Audit/Reconciliation Process, why does the SENR extraction contain less records?
Only the records that need to be changed will be in the SENR extraction that will be uploaded to CALPADS.
Mon, Apr 2, 2018 at 12:20 PM
EOY: In what order should the EOY files be submitted?
When submitting EOY, submit in the following order; EOY2 - Enrollment Updates and Program Information EOY3 - Discipline and Attendance Information EOY1 ...
Wed, May 16, 2018 at 8:37 AM
EOY1: Why are zero (0) records in the Course Completion/Staff Demographics/Course extract?
The EOY course completion extracts pull data from Transcripts - HIS table.   Secondary schools must copy grades to transcripts (HIS table) before obtain...
Fri, Feb 2, 2018 at 10:00 AM
EOY1: What are the requirements for course completion data?
The following list outlines the CALPADS requirements for course completion. As part of the EOY 1 submission, LEAs must submit information on courses that...
Fri, Feb 2, 2018 at 10:01 AM
EOY1: What are Dual Enrollment and Articulation Courses?
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...
Fri, Feb 2, 2018 at 10:04 AM
EOY1: How to tag Dual Enrollment Courses?
Note:  In order to amend data for previous years, we recommend contacting CALPADS. Below are the guidelines for reporting Dual Enrollment Courses in Aer...
Fri, May 4, 2018 at 4:35 PM
EOY1: Why does the CALPADS SCTE file extract contain no records?
All students who are concentrators and completers must have a current academic year record (CPH.AY).  Using the Career Pathways Dashboard, verify that quali...
Fri, Feb 2, 2018 at 10:03 AM
EOY1: What records are included in the CALPADS SCTE file extract?
Only students marked as concentrators and completers within a Career Pathway are included in the SCTE file extract. Students can be tagged as concentrators ...
Fri, Feb 2, 2018 at 10:03 AM
EOY2: 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...
Wed, Sep 12, 2018 at 12:29 PM
EOY2: Reporting Matriculating Students to CALPADS
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...
Mon, Aug 6, 2018 at 2:57 PM
EOY2: How are the Golden State Seal Merit Award and the State Seal of Biliteracy reported to CALPADS?
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...
Mon, Apr 2, 2018 at 12:35 PM
EOY3: How are Suspension Days Reported in the STAS File?
The following addresses how suspensions are extracted for CALPADS reporting: Only Suspensions that are full day suspensions will be reported in the Atten...
Fri, Feb 2, 2018 at 9:59 AM
EOY3: Are Home/Hospital Students reported in the STAS File?
The CALPADS STAS extract analyzes student program enrollment (STU.SP) and reports the program which represents the majority of a student's enrollment. ...
Fri, Jun 29, 2018 at 11:07 AM
Fall 1: Does a district need to work from a "snapshot" of the database for Fall1 - Information Day?
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...
Wed, Aug 29, 2018 at 10:08 PM
Fall 2: How should inactive staff records be handled?
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 ...
Tue, Jun 19, 2018 at 12:27 PM
Fall 2: How should a teacher be reported if the teacher was on a leave on Information Day? May the school site administrator be reported with the assignment and course enrollment?
If the regular teacher is not teaching their assigned students on Information Day, the teacher who is "responsible for the class" should be report...
Tue, Jan 2, 2018 at 2:01 PM
Fall 2: Can classified employees be included in the staff table (STF)? Should the staff table contain certificated employees only?
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...
Tue, Jan 2, 2018 at 1:45 PM
Fall 2: How is the local mapping to the CALPADS Course Group State Codes managed for a district's courses?
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...
Mon, Apr 2, 2018 at 12:52 PM
Fall 2: How is a course section or class reported that has more than one instructional strategy?
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...
Thu, Dec 22, 2016 at 11:21 AM
Fall 2: How should a student be reported if on a short term independent study contract during CBEDS Information Day?
If students are on a short term independent study contracts, their schedules are not changed.  The short term independent study information is documented in...
Wed, Nov 8, 2017 at 8:38 PM
Fall 2: Where does a district designate that a course is a Special Education self contained class?
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 ...
Thu, Apr 5, 2018 at 9:49 AM
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, Mar 27, 2018 at 8:39 AM
SENR: Should SSIDs be obtained for Pre-Kindergarten students who are pending assessment/evaluation for Special Education?
Effective for the 2019/2020 school year, students who are pending assessment/evaluations for Special Education must have an SSID.  The student's Enroll...
Tue, May 1, 2018 at 7:59 AM
SENR: Should SSIDs be obtained for Pre-Kindergarten students, attending a private school, who are pending assessment/evaluation for Special Education?
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...
Tue, May 1, 2018 at 8:03 AM
SENR: Does a district need to obtain SSIDs and report Pre-Kindergarten Students (Infants, Toddlers, Preschoolers)?
The snapshot below is from CALPADS documentation regarding reporting requirements for Pre-Kindergarten enrollments. Use this link to download the complete...
Wed, Apr 25, 2018 at 4:33 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 0 to KN.  It will also add the leading zero for grades 1 through 9.  The Code Value Translations...
Thu, Jun 15, 2017 at 7:39 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...
Tue, Feb 27, 2018 at 4:39 PM
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
SINF: How Does Aeries Manage Address Changes?
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...
Thu, Apr 5, 2018 at 11:21 AM
SPRG: CALPADS Special Programs Chart
Education Program Code Education Program Name Membership Category Code/Name   Last Academic Year Effective Freshdesk Documentation Link 101 504 Accommoda...
Tue, Jul 17, 2018 at 8:10 PM
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 b...
Thu, Jan 25, 2018 at 8:26 AM
SPRG: Which date type should be populated for a program - Eligibility or Participation?
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 ...
Thu, Jun 15, 2017 at 7:30 PM
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, Sep 13, 2018 at 2:03 PM
SPRG: 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...
Thu, Apr 5, 2018 at 11:26 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...
Wed, May 30, 2018 at 4:15 PM
SPRG: Does a district need to enter an end date each year on Program 101 - 504 Accommodation Plan?
Participation in Program 101 (504 Accommodation Plan) should be verified on an annual basis and should be updated throughout the year.   If the student&...
Fri, May 4, 2018 at 4:21 PM
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 CALPA...
Wed, Mar 21, 2018 at 8:37 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