CALPADS in Aeries Basicsconference.aeries.com/spring2017/docs/PDFs/700 CALPADS in Aeries...CALPADS in Aeries Basics ... Last Name STU.LN 01.12 Student Last Name ... Discipline) or

CALPADS in Aeries Basics Conference 2017

Session 700 - Page 1 CALPADS in Aeries Basics

Session Description: An overview of the data population requirements introduced by CALPADS and how to maintain required data in Aeries web. Content ....................................................................................... Page Highlight State Reporting Fields ............................................................ 2 Student Information ........................................................................ 2-23 Student Data 1 ........................................................................ 3-7 Student Data 2 ....................................................................... 7-9 Secondary Student Data ............................................................. 9 Career Pathways – Students Page .............................................. 10 Special Program .................................................................. 11-12 Free and Reduced Meals ....................................................... 13-14 Gate ....................................................................................... 14 Language Assessment ............................................................... 15 Special Education Data .............................................................. 16 Assertive Discipline ............................................................. 17-19 College Entrance Tests and Requirements ............................... 19-20 Attendance Enrollment ......................................................... 20-21 Transcripts/Transcript Terms ................................................. 21-22 Course Attendance (CAR) .................................................... 22-23 School Options .............................................................................. 23-24 Master Schedule ............................................................................ 24-25 Course Data ................................................................................. 26-27 Teacher Data-Secondary Schools ......................................................... 27 Teacher Data-Elementary Schools ................................................... 28-29 Staff Data..................................................................................... 29-31 Course History Institutions .................................................................. 32 Update Suspendable Offense Codes ...................................................... 33 Acronyms ..................................................................................... 34-35

Session 700 - Page 2

CALPADS in Aeries Basics

Highlight State Reporting Fields

CALPADS - An option to Highlight State Reporting Fields is available on the "Settings" menu at the top of the screen. This will highlight various fields related to state reporting on the following pages: Courses, Staff, Teachers/Elementary Classes, Master Schedule, Scheduling Master Schedule, Language, Special Ed, and Free and Reduced Meals. This option is saved for each user and will change the border around the field to green.

STUDENT DATA

Accessed from the navigation tree Student Data, Demographics. The Demographics page has 2 tabs: Student Data 1 and Student Data 2.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum

CALPADS Name Comment

Last Name STU.LN 01.12 Student Last Name

First Name STU.FN 01.10 Student First Name

Middle Name STU.MN 01.11 Student Middle Name

Suffix STU.SF 01.13 Student Legal Name Suffix Code

CALPADS Code Set: Name Suffix

Sex STU.SX 01.18 Student Gender Code CALPADS Code Set: Gender

Grade STU.GR 01.25 Grade Level Code CALPADS Code Set: Grade Level

Birthdate STU.BD 01.17 Student Birth Date

Last Name Alias STU.LNA 01.16 Student Alias Last Name

First Name Alias STU.FNA 01.14 Student Alias First Name

Middle Name Alias

STU.MNA 01.15 Student Alias Middle Name



Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Legal Last Name

LSI.LLN 01.12 Student Legal Last Name

The Legal Student Information fields are available to populate. If populated the CALPADS extracts will pull from the Legal Student Information fields. Refer to the following link for more information:

Legal_Student_Information.pdf

Legal First Name

LSI.LFN 01.10 Student Legal First Name

Legal Middle Name

LSI.LMN 01.11 Student Legal Middle Name

Legal Gender LSI.GN 01.18 Student Legal Gender

STUDENT DATA 1

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Mailing Address STU.AD 02.36 Residential Address Line 1

Aeries will extract the Mailing Address if it is the only one populated. Residence Address will be extracted if it is populated. Changes to the addresses will also be extracted in the SINF file with start and end dates. To upload the Mailing Address, the SIAD file can be created on the Create CALPADS Extract form. SIAD Extract tab.

Mailing City STU.CY 02.38 Residential Address City Name

Mailing State STU.ST 02.39 Residential Address State Province Code

Mailing Zip Code

STU.ZC 02.40 Residential Address Zip Code

http://www.aeries.com/Downloads/Docs.1234/Procedures/Legal_Student_Information.pdf



STUDENT DATA 1

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Inter/Intra District Transfer

STU.IT 01.31 Student School Transfer Code

Codes used locally may be different than the CALPADS codes. Make sure your Aeries codes do not conflict with the CALPADS Codes. Your local codes can match the CALPADS Codes, but you will probably have additional codes for "Intra-District Transfers" or you might break down Inter-District Transfers more than CALPADS. Local codes can be translated to a "Blank" during the CALPADS Extract process. CALPADS Code Set: Student School Transfer Code

District of Residence

STU.TD 01.32 District of Geographic Residence

This should correspond to the district the student physically resides in. It will only be extracted if the STU.IT field is populated with (or translated to) a valid CALPADS Code.



STUDENT DATA 1

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Parent/Guardian STU.PG 02.52 Guardian 1 Last Name Even though there are additional CALPADS fields for Guardian 1 & 2 Last & First Names, this is the only field in this optional group being extracted from Aeries.

Parent Ed Level STU.PED 02.50 Parent Guardian Highest Ed Level Code

This field was recently changed to be a 2-character field and so it can now accommodate the state-standard code values. Adjust the COD table if you would like to use the CALPADS Code values. If you keep the old code values, they can be translated to the CALPADS codes during the extract process. CALPADS Code Set: Highest Education Level

Attendance Program

STU.SP 01.24 Enrollment Status Code

Local codes should include "Secondary Enrollment" for students concurrently enrolled in a second school. A code for "5th Yr CAHSEE" should also be used for students who completed all other graduation requirements except the CAHSEE and who have returned to receive additional CAHSEE instruction. CALPADS Code Set: Enrollment Status

School Enter Date

STU.ED 01.23 Enrollment Start Date The enrollment start date is pulled from the students ENR records. The STU.ED date should represent the date the student started in the current school. It should NOT be updated to the beginning of the current year. It should be changed any time a student moves to a new school or returns from a different school.

District Enter Date

STU.DD The STU.DD date should represent the date the student started in the School District. Used to determine if a student is new to the district for the current year.



STUDENT DATA 1

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Reporting Language

STU.HL 12.15 Primary Language Code

This field should be a composite value from the Home Language Survey. CALPADS Code Set: Language

Language Fluency

STU.LF 12.13 English Language Acquisition Status Code

Use whatever codes locally that you want. The CALPADS codes are too long to be used in Aeries. We recommend having codes for "To Be Determined" and "English-Only" so that this field can be set a Required field. You will need to configure the translations for this field on the Create CALPADS Extracts form.

CALPADS Code Set: English Language Acquisition Status State

Ethnicity STU.ETH 02.24 Student Hispanic Ethnicity Indicator

We recommend creating an additional code for "Declined to State/Unknown". This code, along with blank values will be translated to a value in the "Missing Indicator" field when extracted to CALPADS.

Ethnicity STU.ETH 02.25 Student Ethnicity Missing Indicator

Race 1 STU.RC1 02.26 Student Race 1 Code We recommend creating an additional code for "Declined to State/Unknown". This code, along with blank values will be translated to a value in the "Missing Indicator" field when extracted to CALPADS.

Race 2 STU.RC2 02.27 Student Race 2 Code




STU.RC# 02.31 Student Race Missing Indicator



Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Birth City STU.BCY 01.19 Student Birth City

Birth State STU.BST 01.20 Student Birth State Province Code

CALPADS uses a different code set than CSIS previously used. Aeries still uses the old code values, but will automatically convert these values to the CALPADS code values when extracted. CALPADS Code Set: State/Province

Birth Country STU.BCU 01.21 Student Birth Country Code

CALPADS Code Set: Country International Standards Organization

STUDENT DATA 2

Aeries Field

Name Aeries

Table.Field CALPADS FldNum


Reporting Home School

STU.HS This field can be used in certain situations to have the CALPADS extract report the student as if they were enrolled in the school populated in this field. This should NOT be used on concurrently enrolled students. It should ONLY be used in a "virtual" school where the students need to be reported as if they were enrolled at their home school. When populated, will be pulled into the ATT and ENR tables

State Student ID STU.CID 01.08 SSID



STUDENT DATA 2

Aeries Field

Name Aeries

Table.Field CALPADS

FldNum CALPADS Name Comment

Summer Withdrawal Reason

STU.SWR 01.27 Student Exit Reason Code

If the student left during the summer, before school started, you can populate this field to report that student as a Summer No Show with the appropriate Exit Reason.

Summer Withdrawal Leave Date

STU.SLD 1.26 Student School Exit Date

If the student left during the summer, before school started, you can populate this field to report that student as a Summer No Show with the appropriate Leave Date.

Summer Withdrawal Next School

STU.SNS 1.29 Expected Receiver School of Attendance

All records with an Exit Reason of "165" (Involuntary Transfer for Discipline) or an Exit Reason of "160" from an Alternative Ed School must have a SWR Next School populated. This drop-down comes from the CHI (Course History institutions) Table where the full CDS code should be populated.

End of Year Status

STU.EOY 1.27 Student Exit Reason Code

Students who leave a school at the end of a school year should be populated with an EOY value of the correct Exit Reason.

End of Year Next School

STU.ENS 1.29 Expected Receiver School of Attendance

All records with an Exit Reason of "165" (Involuntary Transfer for Discipline) or an Exit Reason of "160" from an Alternative Ed School must have an EOY Next School populated. This drop-down comes from the CHI Table where the full CDS code should be populated.

Graduation Status

STU.HSG 1.28 Student School Completion Status

All students completing the highest grade level of a school must have a value in this field. That includes elementary and middle school students who complete the school and matriculate to the next school. These students do not need an EOY value.



SECONDARY STUDENT DATA – General Tab

Accessed from the navigation tree under the Student Data then the Other node.

Aeries Field

Name Aeries



Migrant ID SSD.MID 03.20 Migrant Student ID All students participating in the Migrant Ed program (PGM.CD = 135) must have a State Migrant ID populated. The State Migrant ID starts with “06” and is 11 digits long.

SNOR Schooling in the US

SSD.SUS 02.46 Enrolled in US School less than Three Cumulative Years Indicator

Students born outside the US must have this field populated. If the student has been enrolled in US Schools less than 3 cumulative years, populate this field with a "Y". Otherwise, populate it with a "N". This field must be manually populated.

State Foster ID SSD.FID 03.26 Student Foster Identifier

Not required at this time. Can also be populated on the Student Secondary Data form.

SECONDARY STUDENT DATA – Perkins Tab

This page will be disabled if using the District Rule for Career Pathways.



Aeries Field

Name Aeries



CTE Pathway code

CTE.CD 11.13 CTE Pathway code For each student, indicate the student’s pathway, using a CTE pathway code.

CTE Pathway Academic Year

CTE.AY 11.14 CTE Pathway Completion Academic Year ID

All CTE records in Aeries must have the Academic Year populated. The current Academic Year will only be included in the CALPADS SCTE extract when the Completer (CTE.CM) field is flagged.

CTE Completer?

CTE.CM This field, when flagged, will inspire the CALPADS SCTE extract to include the Academic Year for Completers.

CAREER PATHWAYS – Students Page

Career Pathways records can be entered in mass for students on the Career Pathways Dashboard page but they can also be entered individually by student. The Career Pathways page can be accessed on the Navigation tree under the Student Data | Programs node. The following page will display for the selected student. A Career Pathway History record is required for CALPADS reporting for the CTE Completion Academic Year element.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


CTE Pathway code

CPW.CD 11.13 CTE Pathway code For each student, indicate the student’s pathway, using a CTE pathway code.

CTE Pathway Academic Year

CPH.AY 11.14 CTE Pathway Completion Academic Year ID

All CTE records in Aeries must have the Academic Year populated in the History record. The current Academic Year will only be included in the CALPADS SCTE extract when the Completer (CPW.CM) field is flagged.

CTE Completer?

CPW.CM This field, when flagged, will inspire the CALPADS SCTE extract to include the Academic Year for Completers.



SPECIAL PROGRAMS Accessed from the navigation tree under the Student Data then the Programs node. If an Aeries table is available for the Educational Program, use the table instead of the Special Programs (PGM Table) form. Examples are Special Education and Free and Reduced Meals. For GATE either the GATE page or the Special Programs form can be used, but not both. For 504 program, either the 504 page or the Special Programs form can be used, but not both.

Aeries Field

Name Aeries



Program Code PGM.CD 03.13 Education Program Code

Many program codes will be used by CALPADS. Refer to the CALPADS Code Set: Education Program for a list of codes that will need to be populated and reported. Special Ed is populated in the Special Ed page; NSLP is populated in the Free and Reduced Meals area of Aeries. GATE can be populated in PGM or the GATE area of Aeries but not both. 504 can be populated in 504 or PGM but not both.

Participation Start Date

PGM.PSD 03.15 Education Program Membership Start Date

Dates will be extracted as they are in Aeries unless they extend beyond the enrollment. If the date is before the Enrollment date, the Enrollment date will be used. Eligibility Start Date can also be extracted for certain programs.

Participation End Date

PGM.PED 03.16 Education Program Membership End Date

Eligibility End Date can also be extracted for certain programs

Services Received

PGM.SR 03.18 Education Service Code

CALPADS Code Set: Education Service Title I Part A Basic (Education Program code = 122). If School Wide Title 1 (Education Program code = 121) SPRG records do not need to be submitted per CALPADS.

School Taken PGM.SCL 03.05 School of Attendance

CA Partnership Academy

PGM.CPA 03.19 California Partnership Academy ID

For Education Program Code = 113 this field was recently changed to be a 5-character field, enter the Academy ID in the COD table and select in this field



SPECIAL PROGRAMS CONT.

Aeries Field

Name Aeries



Dwelling Type PGM.HDT 03.23 Homeless Dwelling Type

For Education Program Code = 191 – Homeless. CALPADS Code Set: Homeless Dwelling Type

Unaccompanied Youth

PGM.UY 03.24 Unaccompanied Youth Indicator

For Education Program Code = 191 – Homeless. An indication of whether or not a student who has been identified as homeless is not in the direct care of their parent or guardian.

Runaway Youth PGM.RA 03.25 Runaway Youth Indicator

For Education Program Code = 191 – Homeless. An indication of whether or not a student who has been identified as homeless who is less than 18 years of age who has left home without parental/caregiver permission and stay away for one or more nights. Note: Once a student is reported as a runaway youth for a given school year, even if the student is no longer a runaway, the indicator (PGM.RA) should not be changed to N unless a correction is being made

State Foster ID SSD.FID 03.26 Student Foster Identifier

Not required at this time. Can also be populated on the Student Secondary Data form.



FREE AND REDUCED MEALS Accessed from the navigation tree under the Student Data then the Programs node. Click the mouse on Free and Reduced Meals. Entering the Free and Reduced Meals data below will create a Program record for the CALPADS SPRG file with an Education Program Code of 181 - Free or 182 - Reduced. A Special Programs (PGM) record should not be entered.

Aeries Field

Name Aeries



Lunch Type Code

FRE.CD 03.13 Education Program Code

We recommend using codes F and R. Aeries will convert the correct Ed Program. Your local codes can be translated to the CALPADS codes during extract. CALPADS Code Set: NSLP Code.

NSLP Eligibility Start Date

FRE.ESD 03.15 Education Program Membership Start Date

The Eligibility Date fields are required. Only FRE records with current year dates will be extracted and FRE records without any Eligibility dates will not be extracted.

NSLP Eligibility End Date

FRE.EED 03.16 Education Program Membership End Date

The FRE (NSLP/Free and Reduced Meals) table is a multi-record table and needs to be managed carefully. If there are multiple records for a student, you must have proper Start and End dates. The Eligibility Date fields are required to extract in the SPRG Student Program file. Only FRE records with current year dates will be extracted. FRE records without any Eligibility dates will not be extracted. Aeries will auto-convert a code of F to 181 and a code of R to a 182 when reporting to CALPADS or in the Pre-id’s.



FREE AND REDUCED MEALS CONT. Below are some helpful guidelines to consider with NSLP reporting.

• No eligibility from Previous School Year is to be reported to CALPADS, during the 30 day carry-over period to establish meal eligibility. Eligibility end dates should be populated for previous year’s records.

• Do not submit an SPRG file until you have eligibility data populated for the current Academic Year.

• As students transition between statuses in the current school year (Free, Reduced, Paid), close out old FRE records and add new ones to express the new status. Do not overwrite existing records. The FRE table is designed to be a history of the NSLP status of the student and maintaining a history for at least the current school year is critically important to being able to report this information to CALPADS accurately.

GATE Accessed from the navigation tree under the Student Data then the Programs node. Entering the GATE (GTE) data below will create a Program record for the CALPADS SPRG file with an Education Program Code of 127. If using the GATE form, it is not necessary to add a record in Special Programs (PGM).

Aeries Field

Name Aeries



Gate Eligibility Start Date

GTE.ESD 03.15 Education Program Membership Start Date

Either the Eligibility Start Date or the Participation Start Date need to be populated. If both are populated, Eligibility will be used. Dates will be extracted as they are in Aeries unless they extend beyond the enrollment dates. If the date is before the Enrollment date, the Enrollment date will be used.

Gate Eligibility End Date

GTE.EED 03.16 Education Program Membership End Date



LANGUAGE ASSESSMENT Accessed from the navigation tree under the Student Data then the Programs node.

Aeries Field

Name Aeries



IFEP Date LAC.IFD 02.42 English Language Acquisition Status Start Date

This field must be populated for every student who has a Language Fluency code of "I-FEP".

Start Date Cse.ed

02.42 English Language Acquisition Status Start Date

This field must be populated for every student who has a Language Fluency code of "English Learner”. Do not remove date after student has been Redesignated. Populate LAC.RD1 and keep LAC.SD.

Redesignation Date

LAC.RD1 02.42 English Language Acquisition Status Start Date

This field must be populated for every student who has a Language Fluency code of "R-FEP".

English Language Proficient

LAC.ELP 02.43 Student Proficient or Advanced for ELA Code

This code has been suspended by CALPADS

US School Entry LAC.USS 02.45 Student Initial US School Enrollment Date

Students born outside the US must have this field populated. Also students with ELA Status of EL must have it populated.

ELAS Code LAC.EAC CALPADS ELAS information. Populated from the Aeries SELA import or the SSID Import process. Informational only.

ELAS Date LAC.EAD CALPADS ELAS information. Populated from the Aeries SELA import or the SSID Import process. Informational only.



SPECIAL EDUCATION DATA

Special Education Data is accessed from the navigation tree under the Student Data then the Programs node. Entering the Special Education data below will create a Program record for the CALPADS SPRG file with an Education Program Code of 144.

Aeries Field

Name Aeries



District of Residence

CSE.DR 03.22 District of Special Education Accountability

Populate this field according to CASEMIS standards.

School Code CSE.SS 01.06 School of Attendance NPS

Populate this field according to CASEMIS standards. This field will only be reported to CALPADS for NPS students. If school has CDS number of “0000001” in LOC, values in CSE.SS will be pulled into the ATT and ENR tables.

Entry Date CSE.ED 03.15 Education Program Membership Start Date

Date must be populated for Special Ed students to extract. The Entry Date should be the very first date that the student was identified as eligible. Because the Special Ed program is an eligibility program, the start date does not need to be within the student’s enrollment at a school.

Exit Date CSE.XD 03.16 Education Program Membership End Date

Disability CSE.DI 03.21 Primary Disability Code

Populate this field according to CASEMIS standards.



ASSERTIVE DISCIPLINE All schools must manage Discipline information for all suspendable offenses. The DSP table allows multiple Dispositions for one incident and to allow the population of the related disposition fields (Dates, Authority Action, Placement, Return Status and Return Location) for each disposition. The Assertive Discipline page is accessed from the navigation tree under the Student Data then the Guidance node.

Aeries Field

Name Aeries



Incident Date ADS.DT 04.14 Disciplinary Incident Occurrence Date

Incident ID ADS.IID 04.13 Disciplinary Incident ID Local

This field is used to associate multiple ADS records as part of the same incident. This is used to accurately report the number of incidents of a particular violation each year. Please Reference the "Discipline Incident ID" document on www.aeries.com for more information.

http://www.aeries.com/



ASSERTIVE DISCIPLINE CONT.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Offense Code/Violation

ADS.CD# 04.15 Student Offense Code Place the most severe offense as the first code listed on this form. CALPADS codes are not compatible with being used in Aeries so make sure your local codes account for all of the 48900 & 48915 Ed Codes. Your local codes will be translated to the CALPADS codes when they are extracted. CALPADS Code Set: Student Offense

Disposition DSP.DS or ADS.DS ADS.DS2 ADS.DS3

04.18 Incident Disciplinary Action Taken Code

Do Not use the CALPADS Code Values. Use your own local codes. Multiple Dispositions can be entered. Aeries will extract the most severe. Suspension codes need to start with "SUS" for the Suspension letters to print the total # of days. There can be additional characters after "SUS, but they must start with those characters for the system to recognize what they represent. CALPADS Code Set: Disciplinary Action Category.

Weapon Type ADS.WT 04.17 Weapon Category Code

Although you can use the CALPADS Code Values, we recommend creating your own codes that are more refined than the CALPADS codes. Your local codes can be translated to the CALPADS codes during extract. CALPADS Code Set: Weapon Category

Instructional Support

ADS.ISI 04.21 Student Instructional Support Indicator

This field is required to be populated with a "Y" or "N" for all Suspension/Expulsion records on Special Ed Students.

Removal to Interim Alternative Setting Reason Code

ADS.RR 4.23 Removal to Interim Alternative Setting Reason Code

A coded value representing the reason a student was removed to an interim alternative setting for 45 days or less. This field is required for all special education students for who discipline incidents are being reported.

Days Disciplined ADS.DY or DSP.DY

04.20 Incident Disciplinary Action Duration Days

This is required to be populated for Suspension and Expulsion records. Can be a decimal.

Disciplinary Action Authority

ADS.AA or DSP.AA

04.19 Disciplinary Action Authority Code

All Suspension and Expulsion records must have this field populated. CALPADS Code Set: Disciplinary Action Authority

Hours Disciplined

DSP.HR This field will not be extracted. To enter partial day suspensions, use the Days Disciplined, field DSP.DY. Decimals can be entered and will be extracted.



ASSERTIVE DISCIPLINE – Expulsions Tab

Aeries Field

Name Aeries



Expulsion Modification

EXP.EMC 04.22 Expulsion Modification Category Code

This field is required to be populated for all Expulsion records. The codes in Aeries match the CALPADS Codes. CALPADS Code Set: Expulsion Modification Category

COLLEGE ENTRANCE TESTS AND REQUIREMENTS The College Entrance Requirements page is accessed from the navigation tree under Student Data and then Tests Scores node.



COLLEGE ENTRANCE TESTS AND REQUIREMENTS CONT.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


CSU Course Completer UC Course Completer

STU.CCS & STU.CUC

01.30 Student Met all UC CSU Requirements Indicator

The calculation of UC/CSU Course Completion Requirements is required to be calculated/populated for all high school graduates. This can be done in mass by using the "Update College Entrance Reqmts" Macro.

Crs Completer Override

STU.CCO 01.30 Student Met all UC CSU Requirements Indicator

If value is a Y then student will be extracted with a Y for the” Student Met all UC CSU Requirements Indicator”. STU.CCO should only be used when the information available in Aeries does not match the reality of the student's course history and/or how that course history reflects his UC/CSU Course Completion Status.

ATTENDANCE ENROLLMENT The Attendance Enrollment page is accessed from the navigation tree under the Student node.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Exit Reason ATT.RS 01.27 Student Exit Reason Code

All Attendance Leave Records are required to have an Exit Reason populated. The Aeries codes will automatically translate to the CALPADS Code Values when extracted. CALPADS Code Set: Student Exit Category

Next School ATT.NS 01.29 Expected Receiver School of Attendance

All records with an Exit Reason of "165" (Involuntary Transfer for Discipline) or an Exit Reason of "160" from an Alternative Ed School must have a Next School populated. This drop-down comes from the CHI (Course History institutions) Table where the full CDS code should be populated.



Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Rptg Schl – Reporting School

ATT.HS If the Reporting Home School field (STU.HS) on Student Data 2 tab is populated, the value will be pulled into ATT.HS and ENR

IntDst – Inter District

ATT.IT 01.31 Interdistrict Transfer Code

If the Inter/Intra District field (STU.IT) on the Student Data 1 tab is populated, the value will be pulled into ATT.IT and ENR

District of Geopgraphic Resdience Code

ATT.ITD 01.32 District of Geographic Residence Code

If the Inter/Intra District field (STU.ITD) on the Student Data 1 tab is populated, the value will be pulled into ATT.IT and ENR.

TRANSCRIPTS AND TRANSCRIPT TERMS Course Completions are part of the CALPADS Reporting Requirements for grades 7-12 in traditional schools. CALPADS only wants to know which courses were completed in your school this year. It is important to use the Aeries Grade Reporting process to populate grades and transfer them to HIS. This also applies to Middle Schools and Jr. Highs. It is not necessary to have Credits populated at the 7-8 grade levels, just the Mark received. By using the Aeries Grade Reporting process, the system is able to track the Master Schedule Section Number and Staff ID where the Mark was issued. This is important to how CALPADS wants to collect this information. The Terms can be accessed on the navigation tree under Student Data, Grades or under the Grade Reporting node.

If the Grade Reporting process is not used and the Master Schedule Section Number needs to be entered, the Input button on the transcript for the individual records can be used. Click the mouse on the Edit button for the Transcript record and then click on the Input button. The following form will display.



TRANSCRIPTS AND TRANSCRIPT TERMS CONT. Enter a valid section number from the Master Schedule. If the section number entered is not a valid section number from the Master Schedule, the record will not be included in the SCSC file.

The Transcript Terms (HIS.TE) must be translated to the State Term Codes on the Transcript Definition Terms tab. The Terms can be accessed on the navigation tree under Grade Reporting, Configurations. The Terms tab is the 3rd tab on the page.

COURSE ATTENDANCE (CAR) Course Attendance (CAR) records are not managed directly by users. Instead, the Aeries system manages this information when adding, deleting, or changing a student’s class schedule. The Fall 2 extracts evaluate CAR records to determine which classes students were enrolled in on Information Day.



Print Course Attendance Audit Report

The Print Course Attendance Audit report should be run frequently to correct any CAR errors in the school. The report can be accessed from the Attendance Cycle or from View all Reports.

SCHOOL OPTIONS The School Options form contains information utilized by CALPADS and must be verified in the District and School. The School Options page can be accessed on the navigation tree under School Info.

Aeries Field

Name Aeries



DNR – Do Not Report

LOC.DNR Schools can be flagged to be excluded from various extracts and reports. The DNR field should be used on schools that either do not contain any actively enrolled students or that contain students that are not actually enrolled in the district.



Aeries Field Name

Aeries Table.Field

CALPADS FldNum


School LOC.SC 01.05 School of Attendance District LOC records should populate this field with seven zeroes: "0000000". NPS schools should populate this field with six zeroes and a one: “0000001” and Independent Charters should populate this field with the school part of their CDS number.

Education Type LOC.TY Select “Alternative Education” for Alternative Education schools. If this field is populated with "Alternative Ed", all withdrawals with Exit Reason of “160” from that school will extract the "Next School" field value.

MASTER SCHEDULE Elementary Schools do not need to use a Master Schedule for CALPADS Reporting. The appropriate CALPADS-Specific fields are also available on the Elementary Teachers form. The Master Schedule page can be accessed on the navigation tree under Scheduling Process.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Section Number MST.SE 09.14 Course Section ID

Semester MST.SM 09.15 Academic Term Code CALPADS Code Set: Academic Term

Period, Semester, Days of the Week

MST.PD, MST.SM, MST.DY

09.18 Class ID This field is built during the extract using information from many fields. This CALPADS field is used to associate multiple sections as being part of the same "Class" for purposes of determining Average Class Size.

Teacher Number(s)

MST.TN, MST.TN2, MST.TN3

For Team Teaching or Job Sharing situations, you must populate the additional Teacher Number fields.

Multiple Teacher Status

MST.MTS 09.25 Multiple Teacher Code If multiple teachers are assigned to a single section, you must populate this field with a code representing the way that the teachers are working together. CALPADS Code Set: Multiple Teacher Instruction Strategy Category



MASTER SCHEDULE CONT.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Highly Qualified Teacher

MST.HQT 09.28 HQT Competency Code

CALPADS has retired this code set. Civil Rights is still collecting for the 15-16 school year reporting. All sections associated with "NCLB Core Courses" must have each teacher assignment populated with a Highly Qualified value. The CALPADS Codes for this field differ from those codes used in the past so be sure to verify your data is populated correctly. This information can optionally be populated in the STH (Staff Highly Qualified) table. And then by using the "Populate MST HQT from STH" Macro, the fields in the Master Schedule will get populated. This does require that you have the NCLB Core Area populated on the Courses form. CALPADS Code Set: Content Area Competency Category

Language of Instruction

MST.LI 09.21 Language of Instruction Code

This field should only be populated if Education Service has a value of "1" or if Instructional Strategy has a value of "600". It should also never be populated with "English" or "Sign Language".

Instructional Strategy

MST.INS 09.22 Instructional Strategy Code

CALPADS Code Set: Instructional Strategy

Independent Study Indicator

MST.ISI 09.23 Independent Study Indicator

A value of "Y" in this field will convert into the "Independent Study Indicator" CALPADS field when extracted.

Distance Learning Indicator

MST.DLI 09.24 Distance Learning Indicator

A value of "Y" in this field will convert into the "Distance Learning Indicator" CALPADS field when extracted.

Funding Source MST.FS 09.26 Education Program Funding Source Code

This field should be populated as appropriate for codes: 113 – CA Partnership Academy 168 – Specialized Secondary Instruction

CTE Course Section Provider

MST.TEP 09.27 CTE Course Section Provider Code

Populate this field if this section is a CTE course. Identify if this section is being administered by the "ROC/P" or "District". CALPADS Code Set: Career Technical Education Funding Provider Category

Itinerant Teacher

MST.IT This field, when flagged, will inspire the CALPADS CRSE extract to include teachers as a reported class, even without any students.



COURSE DATA The Course Data page can be accessed on the navigation tree under Scheduling Process. There are multiple tabs on the Course Data page.

Aeries Field

Name Aeries



Course ID CRS.CN 09.08 CRS-Local Course ID We recommend you maintain a district-wide, unique Course ID for each course at each school. AeriesCS districts already have this format, but Access districts should also strive to have non-conflicting Course IDs in all schools.

Course Title CRS.CO 09.09 CRS-Course Name

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Voc Ed Course Level

CRS.VCL 09.10 CRS-Course Content Code

CRS.VCL values of 01, 02, or 03 will be converted to a "154" when extracted to CALPADS. Not needed for Elementary Schools.

Course Level CRS.CL 09.19 Course Section Instructional Level Code

Existing Code Values will be Translated to CALPADS Codes. Not reported for Elementary Schools. CALPADS Code Set: Course Non Standard Instructional Level

Course Type CRS.TY 09.12 CRS-CTE Technical Preparation Course Indicator

Values of 32 &33 will be used for this field. Not needed for Elementary Schools



COURSES CONT.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


UC/CSU Subject Area Codes

CRS.U1, etc

09.13 CRS-UC CSU Approved Indicator

All the UC/CSU Subjects Area fields, including the Validation Level field should be populated for accurate UC/CSU Course Completer Analysis at the student level.

CBEDS Course Number

CRS.C3 09.07 CRS-State Course Code

All courses must be populated with a value in this field. Use "6012" if you would like Aeries to skip this course when extracting data to CALPADS. CBEDS Code Set: Course Group State

TEACHER DATA – Secondary Schools The Teachers page can be accessed on the navigation tree under School Info.

Aeries Field

Name Aeries



Staff ID(s) TCH.ID, TCH.ID2, TCH.ID3

09.17 Local Staff ID If your district has TCH records that represent two actual teachers, you must populate both Staff ID fields as well as the Multi-Teacher Status field.



TEACHER DATA – Elementary Schools The Teachers page can be accessed on the navigation tree under School Info.

Aeries Field

Name Aeries



CBEDS Course Code

TCH.CB 09.07 CRS-State Course Code

Use “1000” for Self Contained classes. Use "6012" if you would like Aeries to skip this course when extracting data to CALPADS. CBEDS Code Set: Course Group State

Highly Qualified Teacher

TCH.HQT 09.28 HQT Competency Code

CALPADS has retired this code set. Civil Rights reporting is still collecting for 15-16 school year reporting.

Multiple Teacher Status

TCH.MTS 09.25 Multiple Teacher Code If multiple teachers are assigned to a class, you must populate this field with a code representing the way that the teachers are working together. CALPADS Code Set: Multiple Teacher Instruction Strategy Category

Education Service

TCH.ESR 09.20 Education Service Code

This information was previously populated on each student on the Language Assessment form. It may still be required to have populated on that screen for other reasons, but for CALPADS purposes, it must be populated here. CALPADS Code Set: Education Service English Learners

Language of Instruction

TCH.LI 09.21 Language of Instruction Code

This field should only be populated if Education Service has a value of "1" or if Instructional Strategy has a value of "600". It should also never be populated with "English" or "Sign Language".

Instructional Strategy

TCH.INS 09.22 Instructional Strategy Code

CALPADS Code Set: Instructional Strategy



Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Funding Source TCH.FS 09.26 Education Program Funding Source Code

This field should be populated as appropriate for codes: 113 – CA Partnership Academy 168 – Specialized Secondary Instruction

NCLB Core TCH.DLI 09.24 Distance Learning Indicator


Itinerant Teacher

TCH.IT This field, when flagged, will inspire the CALPADS CRSE extract to include teachers as a reported class, even without any students.

Independent Study Indicator

TCH.ISI 09.23 Independent Study Indicator

A value of "Y" in this field will convert into the "Independent Study Indicator" CALPADS field when extracted.

Distance Learning Indicator

TCH.DLI 09.24 Distance Learning Indicator


STAFF DEMOGRAPHICS The Staff page can be accessed on the navigation tree under School Info. There are multiple tabs for the Staff Data page.



STAFF DEMOGRAPHICS CONT.

Aeries Field Name Aeries Table.Field

CALPADS FldNum


Staff ID STF.ID 07.09 Local Staff ID This should be the ID used in your district's HR system.

Last Name STF.LN 07.12 Staff Legal Last Name

First Name STF.FN 07.10 Staff Legal First Name

Middle Name STF.MN 07.11 Staff Legal Middle Name

Sex STF.SX 07.17 Staff Gender Code

Birth Date STF.BD 07.16 Staff Birth Date

Hire Date STF.HD 07.28 Staff Employment Start Date

This should be the start of the most recent employment for this employee.

Leave Date STF.LD 07.29 Staff Employment End Date

Any record with a Leave Date before July 1st of the current school year will not be extracted.

Education Level STF.EL 07.26 Staff Highest Degree Code

CALPADS Code Set: Degree

Ethnicity STF.ETH 07.18 Staff Hispanic Ethnicity Indicator


Ethnicity STF.ETH 07.19 Staff Ethnicity Missing Indicator

Race 1 – 5 STF.RC1 - STF.RC5

07.20 – 07.24

Staff Race 1 Code – Staff Race 5 Code


STF.RC# 07.25 Staff Race Missing Indicator

Position Status STF.PS 07.27 Staff Employment Status Code

CALPADS Code Set: Employment Status Category. Must be populated in order for SDEM and SASS records to be extracted.

Total Years in This District

STF.TYD 07.30 Staff Service Years LEA

Total Years of Education Service

STF.TYS 07.31 Staff Service Years Total

Previous Last Name STF.LNP 07.15 Staff Alias Last Name

Previous First Name STF.FNP 07.13 Staff Alias First Name

Previous Middle Name

STF.MNP 07.14 Staff Alias Middle Name

State Educator ID STF.SID 07.08 SEID Must be populated in order for SDEM and SASS records to be extracted.



STAFF - JOB ASSIGNMENTS To access Staff Job Assignments, click the mouse Job Assignments tab on the Staff form.

Aeries Field

Name Aeries



Job Classification STJ.JC 08.13 Staff Job Classification Code

CALPADS Code Set: Educational Service Job Classification. Must be populated in order for SDEM and SASS records to be extracted. 10 – Administrator 11 – Pupil Services 12 – Teacher 25 – Non-Certificated Administrator 27 – Itinerant Teacher

FTE STJ.FTE 08.14 Staff Job Classification FTE Percentage

The percentage of time spent on each job classification in relation to a full-time position (100%).

Non Classroom Based Job Assignment Code 1 – Code 7

STJ.NC1 STJ.NC2 STJ.NC3 STJ.NC4 STJ.NC5 STJ.NC6 STJ.NC7

08.15 08.16 08.17 08.18 08.19 08.20 08.21

Non Classroom Based Job Assignment Code 1 – Code 7

CALPADS Code Set: Non Classroom Based or Support Assignment. If Staff Job Classification Code = 10 – Administrator or 11 – Pupil Services, Then one or more of the Non Classroom Based Job Assignment Codes must be populated

Staff Job Assignment Start and End Date

STJ.SD STJ.ED

The SDEM and SASS files will evaluate the date fields if populated. If not populated, record is considered as “current” if fields are blank.



COURSE HISTORY INSTITUTIONS Course History Institutions can be accessed from the navigation tree under the School Info then the Configurations node. This table needs to be populated for every school and district you trade students with. That includes students who come to your district, those that leave your district, and those you work with for Special Ed students.

Aeries Field

Name Aeries



ID Number CHI.ID 10.05 School of Course Delivery

The full 14-digit CDS code should be used here. District records should contain the 2-digit County Code, the 5-Digit District Code, and then seven zeroes ("0000000"). School records should include the County and District parts of the CDS. Additionally, the schools you have in your LOC table should be duplicated here in CHI using the same school code.



UPDATE SUSPENDABLE OFFENSE CODES Update Suspendable Offense Codes can be accessed from the navigation tree under the School Info then the Configurations node. The Suspendable Offense Code form is used to enter all student infractions listed in the Ed Code, the school/district handbook(s), Board Policy, etc. Please reference the Assertive Discipline document on the website for more information.

The Severity Level in Aeries is not actually reported to CALPADS. It is used to identify and report to CALPADS the "Most Sever Offense Code" for a specific incident involving multiple students where the Offense Codes for each student are different.

Aeries Field

Name Aeries



Code Dropdown displays codes from ADS.CD

04.15 Student Offense Codes are from the ADS.CD field.

Severity Level SOC.SL

04.16 Incident Most Severe Offense Code

Each SOC record needs to have the Severity Level populated. Higher numbers represent greater severity. When there are multiple students involved in a discipline incident and the student have different violation codes, CALPADS wants to know which among all the students and their violations was the most severe. We will be using SOC.SL to make that determination



Acronyms

Acronym or Other Abbreviation What it stands for

CAHSEE California High School Exit Exam CALPADS California Longitudinal Pupil Achievement Data System Cal-SAFE California School-Age Families Education CBEDS California Basic Educational Data System CDE California Department of Education CDIF County/District Information Form CDS County-District-School CELDT California English Language Development Test CFS CALPADS File Specifications CHSPE California High School Proficiency Exam CIG Credential Information Guide ConApp Consolidated Application CPA California Partnership Academy CSIS California School Information Services CSPR Consolidated State Performance Report CST California Standards Test CTC Commission on Teacher Credentialing CTE Career Technical Education EC Educational Code ED United States Department of Education EDEN Education Data Exchange Network EL English Learner ELA English Language Arts ELD English Language Development EO English Only EOY End of Year FEP Fluent-English Proficient FERPA Family Educational Rights and Privacy Act FRPM Free or Reduced-price Meals FTE Full-Time Equivalency GATE Gifted And Talented Education

Continued on next page



Acronyms Continued

Acronym or Other Abbreviation, Continued

What it stands for

GED General Educational Development HOUSSE High Objective Uniform State Standard of Evaluation HQT Highly Qualified Teacher IB International Baccalaureate IEP Individualized Education Program IFEP Initially Fluent-English Proficient LCEN Language Census LCFF Local Control Funding Formula LEA Local Educational Agency LEP Limited-English Proficient NCLB No Child Left Behind NPS Non-Public Non-Sectarian School NSLP National School Lunch Program ORA Online Reporting Application PAIF Professional Assignment Information Form RFEP Reclassified Fluent-English Proficient ROC/P Regional Occupational Center or Program SDAIE Specially Designed Academic Instruction in English SEID Statewide Educator Identifier SIF School Information Form SIS Student Information System SNOR Student National Origin Report SSID Statewide Student Identifier VPSS Verification Process for Special Settings

Aeries CALPADS File Description SENR 1. Student Enrollment File SINF/SIAD 2. Student Information File/Student Information Address File SPRG 3. Student Program File SDIS 4. Student Discipline File SDEM 7. Staff Demographics File SASS 8. Staff Assignment File CRSE/CRSC 9. Course Section File SCSE/SCSC 10. Student Course Section Files SCTE 11. Student Career Technical Education File SELA 12. Student Language Acquisition File STAS 13. Student Absence Summary File

Documents

CALPADS in Aeries Basicsconference.aeries.com/spring2017/docs/PDFs/700 CALPADS in Aeries...CALPADS in Aeries Basics ... Last Name STU.LN 01.12 Student Last Name ... Discipline) or