Aeries Software

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...

The chart below provides a listing of common acronyms and their descriptions. Acronym or Other Abbreviation Description CAHSEECalifornia High School Ex...

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...

Aeries strives to provide our customers with the most recent information as provided by the State.  It is the LEA's responsibility to stay informed and...

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

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 ...

If using a generic course for "credit recovery" purposes, each section of a "credit recovery" course submitted for Fall 2 must be mapped...

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

The snapshots below are from CALPADS documentation regarding reporting requirements for Pre-Kindergarten enrollments.  Use this link to download the comple...

Effective for the 2019/2020 school year, students who are pending assessment/evaluations for Special Education must have an SSID.   Here are the guideli...

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

Since an SSID must be obtained for Pre-Kindergarten students who are pending a special education evaluation with the date that a parent consented for the ev...

An Enrollment Status Code of 10 (Primary Enrollment) should be used for pre-kindergarten students.   If the student has more than one pre-kindergarten p...

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 Level 0 to KN.  It will also add the leading zero for Grade Levels 1 through 9.   The Code V...

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.

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 been...

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...

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...

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 CALPAD...

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...

CALPADS will expect STAS data for all students in grades K-12, including Transitional Kindergarten (TK) student who have primary or short-term enrollments. ...