CALPADS Extract in Aeries Web

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CALPADS Extract in Aeries Web
Adobepdficon.png [CALPADS Extract in Aeries Web - Updated April 21, 2017]


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Aeries Web Version - CALPADS Extract in Aeries Web


OVERVIEW

The CALPADS Extracts page in Aeries Web version is designed to create various CALPADS files for CALPADS submissions and perform other CALPADS functions. The CALPADS Extracts page can be accessed from the school or district login.

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Note: Not all the features are available at this time. The remaining features will be released soon.


Imports and Exports. The page can be also accessed from View All Forms.

The CALPADS Extracts page can also be added to My Favorites to provide easy access to the page.
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The following tabs are functional at this time. The remaining tabs are in development.

Enrollment Update – will create the following files to submit to CALPADS:

    • SENR (Student Enrollment)
    • SINF (Student Information)
    • SPRG (Student Programs)
    • SELA (Student English Language Acquisition)

Identifiers – will create SSID Request File (SENR) and Import New and Replacement SSID files. The import will update the students new SSID and CALPADS ELAS data into Aeries.

EOY – will create the following files to submit to CALPADS:

    • SDIS (Student Discipline)
    • SCTE (Career Technical Education File)
    • STAS (Student Absence Summary)

Direct Certification – tab is used to load the CALPADS Direct Certification File into the FRE table.

Other Extracts – tab is used to create the SIAD (Student Information Address) file. Options are available to use the residential address or the mailing address.

Other Options – various options are available that need to be configured before creating extracts

Code Translations – tab used to translate Aeries codes to CALPADS codes, must be set up before creating extracts

Schools – displays schools to select for the extracts

Each tab available will be detailed in this document.


The following tabs are currently in development and will be available in future updates:

  1. ODS Reconciliations – Can import CALPADS SENR ODS or SPRG ODS files and also create new files to send back to CALPADS. Import SELA ODS file from CALPADS will import CALPADS SELA data into new fields in Aeries.
  1. Fall 2– will create SDEM (Staff Demographics), SASS (Staff Assignments), CRSE (Course Section) and (SCSE) Student Course Section Enrollment files to submit to CALPADS
  1. EOY – CRSC (Course Section), SCSC (Student Course Section Completion), SDEM (Staff Demographics)
  1. LTEL Import – will import the CDE LTEL file and update the Language fields (LAC.LT and LAC.YEL)

Security

Admin users or "Admin" security permission for the State Reporting security area are required to use the CALPADS Extracts page. The State Reporting area is under the Other section on the Security page.

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Schools

The Schools tab is used to select the schools to be included in the extracts.

Note: Before creating the files, verify the settings on the Other Options, Code Translations and Schools tab.

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The Schools tab will allow you to select which schools are to be included in the CALPADS extracts. All and None buttons are available. The Default button will default to active schools. Any school tagged as Inactive (LOC.TG), tagged as DNR (LOC.DNR), or any Summer Schools (LOC.U) will default as not selected.

To select or de-select any school click the check box next to the School name. Click on the Save button to save the school selection.

Enrollment Update Files

The Enrollment Update tab will create SENR (Student Enrollment), SINF (Student Information) and SPRG (Student Programs) files to submit to CALPADS. Used for Fall 1 and Fall 2 and EOY submissions.

The SELA (Student English Language Acquisition) file can also be created. The Enrollment Update files are also needed to submit to CALPADS to close out records for the school year.

Note: Before creating the files, verify the settings on the Other Options, Code Translations and Schools tab.

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The Extract Only Data Changes option will look for any dates after the date you enter in the following Tables and Fields – STU, ENR, PGM, CSE, LAC and FRE. Any students having a date after the date you enter in these fields will have all data for that student extracted.  This is to ensure that all data about a student is comprehensively reported to CALPADS.

The Extract SINF File for ALL Students button is an extract that has been added to allow the creation of the SINF extract for all students. This option is available for districts that mass change data (ex:  SQL or Aeries Queries) that affects the SINF information but does not update the LGD or ADH tables.  This new file will extract all students. The Extract SINF File for ALL Students button is optional and not necessary to run for most districts.  The regular SINF file extracts students with changes that are logged in the Log Details (LGD) table and the Address History (ADH) table.

The Do not extract dates in the future (SENR only) option has been added if students still need to complete the CAASPP test within the last two weeks of the school year. This option will exclude exit reasons (ex: E155) and dependent info from the SENR file. NOTE: It is important that a full SENR is submitted to close out the enrollments for the school year.

The Create Enrollment Update Files button will create the SENR, SINF and SPRG files for the selected schools.

The Create Student Language Acquisition File button will create the SELA file. The SELA file will only include students with grade levels of Kindergarten through 12, Ungraded Elementary and Ungraded Secondary.

Before creating the SELA extract, the SELA Import Process must be run. For more information on the SELA Import Process, refer to the following: CALPADS_SELA_Import_Process.pdf

Identifiers

The Identifiers tab is used to create SSID Request (SENR) files for students without SSID numbers in Aeries. The SENR file can then be sent to CALPADS. The CALPADS files with new and replacement SSIDs can then be imported into Aeries web version using this tab.

Note: Before creating the files, verify the settings on the Other Options, Code Translations and Schools tab.

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====Create SSID Request File (SENR File)==== – verify that the correct schools are selected on the Schools tab before creating the file. Click the mouse on the Create SSID Request File (SENR) to create a file to send to CALPADS. The file will display in the File Download section at the bottom of the page. See page #10 for information on the File Download section.

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    • Process Schools Before Start Date (must have calendar created) – this option will allow an SSID Request to be created for students before the school year begins. This will help districts get SSIDs for pre-enrolled students, but this feature only works after the rollover process in the new school year. A calendar for the school must be created so the system knows what the first day of school is. It is also important to NOT delete Pre-Enrolled No Show Students if you have requested an SSID for the student already. You must keep the STU record and use the Summer Withdrawal fields.

New SSID Tab – allows the importing of CALPADS SSIDs into Aeries. To load new SSIDs into Aeries, follow the steps below.

  1. Select New SSID File – This button is used to locate the file downloaded from CALPADS to import the new SSIDs. After selecting the file, the file name will display below the button.
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  1. Load Selected File
  1. Review New SSIDs File - after the file is loaded, the data can be reviewed. The Review Loaded Data popup will display the information from the file.
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  1. Update STU.CID (SSID), LAC.EAC, LAC.EAD – This button updates the STU.CID field with the SSIDs from the loaded data. The SSID Import process will also populate the ELAS information from the file into the LAC fields (LAC.EAC and LAC.EAD).

An email will be sent when the update is complete.

SSID Replacement File - allows the importing of CALPADS SSIDs Replacement files into Aeries. Importing an SSID Replacement File from CALPADS will overwrite any Old SSID with the New SSID identified in the file. The Old SSID will be moved into the "Old SSID" (STU.OSI) field.

The process is the same as above. An email will be sent that will list the replaced and new SSIDs at the end of the process.

EOY – End of Year Extracts

The following files are available on the EOY tab:

    • SDIS (Student Discipline)
    • SCTE (Career Technical Education File)
    • STAS (Student Absence Summary)

Please refer to the following documents for more information:

CALPADS_End_of_Year_Submission.pdf

Career_Pathways.pdf

The Student Absence Summary (STAS) file is a new extract in Aeries Web required for the 2016-2017 End of Year Reporting (EOY) that will enable the calculation of student-level chronic absenteeism rates. The STAS file will extract Attendance Summary information from the Attendance History (AHS) table.  Detailed attendance data will not be sent to CALPADS, only totals for the various aggregates.

It is important to review the Absent Code (ABS) table. New options have been added that will be needed for the Student Absence Summary (STAS) file. Attendance History (AHS) table has also been updated with new fields that will be used for the Student Absence Summary (STAS) file.

Below are links to more documentation:

CALPADS_STAS.pdf

Absence_Codes.pdf

Attendance_History.pdf

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Direct Certification

The Load Direct Cert form is used to load the CALPADS Direct Certification File into the Aeries Free and Reduced (FRE) table.

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This process will load NSLP Code "F" for NSLP Free students into the FRE table and will update the Eligibility Start Date when needed.

  • If FRE records exist in Aeries without an Eligibility Start Date, the date from the Direct Cert file will be used to update the FRE record.
  • If FRE records exist in Aeries with a current year Eligibility Start Date, the record will not be updated.
  • The FRE Source field will be updated with the code from the Direct Cert file.

To load new Direct Certification file into Aeries, follow the steps below.

  1. Click on the Select Direct Certification File button and browse to the file
  1. Click on the Load Selected File button to load the file
  1. Review Direct Certification Import - after the file is loaded, the data can be reviewed. The popup will display the information from the file.
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  1. Update Free and Reduced – This button updates the Free Code (FRE.CD) field and Free Source Code (FRE.SRC) from the loaded data.

An email will be sent when the update is complete.

Other Extracts

The Other Extracts tab is used to create the SIAD - Student Information Address File. Options are available to use the residential address or the mailing address. The residential address is the default option.

CALPADS only has fields to store the residential address but the mailing address may be needed for testing assessment mailing information. The SIAD Extract tab was created to enable districts to upload a mailing address file to CALPADS. This address information will be provided from CALPADS to assessment vendors during a district testing assessment window. During the rest of the year, the residential address is needed for the Direct Certification process.

Until CALPADS adds new fields for the mailing address, in addition to the existing residential address fields, districts may need to upload the SIAD Extract file up during various times of the school year.

The options are as follows:

  • Use 'RESIDENTIAL ADDRESS 'in the SINF and SIAD Extracts:
    • This option pulls the following address fields: RAD, RCY, RST, RZC and RZX
  • Use 'MAILING ADDRESS 'in the SINF and SIAD Extracts:
    • This option pulls the following address fields: AD, CY, ST, ZC and ZX

A message will display in red with the address option used and the date of the last extract.

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File Download Section

The File Download Section displays the files created. The file information displays including the file Type, Extract name, Batch # and information when the file was created.

A Submit check box is available to indicate files that have been submitted to CALPADS. This check box is informational only. The file reference is stored in the FLI - File Location Information table and the physical file is stored on the reporting engine.

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The Filters button enables the files to be filtered by Extract Type, user name or date and time. The Reset button can be used to reset the filters.

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Code Translations

The Code Translations tab is utilized to translate your Aeries code values (local codes) to CALPADS code values. The following page will display.

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TRANSLATION NOTES

  • The Code Translations will be copied from the Client version to the web, but we suggest they are verified before running any of the available processes.
  • If the Aeries Codes match the CALPADS Codes, the codes do not need to be translated and will not display on this page.
  • Certain values must be translated. Language Fluency, Enrollment Status, Exit Reason, Parent Ed Level, Primary Residence Category and others should be verified before creating extracts.
  • Blank Aeries values can be translated to a CALPADS code. And Aeries code values can be translated to blanks.
  • Student Grade - STU.GR The extract from Aeries will automatically translate grade 0 to "KN" and will automatically add the leading zero to grades 1-9.  You only need to enter translation values for grades higher than 12 and less than 0.

NOTE: Local codes that match the CALPADS codes do not need to be translated and do not need to display on the Code Translation tab. However, the values are available if you want to use them but it is not required. Certain values must be translated.



CODE TRANSLATION EXAMPLES

Below is an example of the Language Fluency Code Set. Select Language Fluency from the dropdown. The Aeries Code dropdown on the left of the page will display codes in the COD table for the STU.LF field. The code value is only 1 character; therefore, they must be translated to the CALPADS codes.

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Click the mouse on the CALPADS Code dropdown on the right side of the page. Select the Aeries Code on the left that corresponds with the CALPADS Code.

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Below is an example of the Enrollment Status Code Set. Select Enrollment Status from the dropdown. The Aeries Code dropdown on the left of the page will display codes in the COD table for the STU.SP field. Then select the CALPADS Code dropdown on the right side of the page.

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Below is an example of the Parent Ed Level (STU.PED). The Aeries Code dropdown on the left of the page will display codes in the COD table for the STU.PED field. Select the Aeries Code on the left and the corresponding CALPADS Code on the right.

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Other Options

The Other Options tab on the CALPADS Extracts tab will display various options that MUST be verified before creating extracts. Many of the user options saved by the client version will be translated to the web, but we suggest they are verified them before running any of the available processes.

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The following options are available on the Other Options tab.

  • "Short Term Enrollment" field - this is normally STU.SP, but for Court or Juvenile Facilities, this can be a User Code field.
  • "Race Intentionally Left Blank" Code – code value y created for the Race "Declined to State/Unknown".
  • Independent Charter School? – reporting requirements are slightly different for Independent Charter Schools. Set this option for a Charter School submitting data to CALPADS independent of your chartering district.
  • Pull County-District Code from School LOC records? Option to extract the County-District Code for the district from the school records in LOC being extracted. This option should be used by "Combo-Districts": districts where there are multiple districts managed in the same Aeries database.
  • STU.TG Values to Skip and STU.SP Values to Skip–Allows the extract to skip a STU record in your system that you don't want to send to CALPADS. These students must be flagged with either a STU.TG or STU.SP value so they will be skipped by the extract.

New options added:

  • Golden State Seal and Seal of Biliteracy – Options to indicate the Activity Code (ACT.CD) used for Golden State Seal and Seal of Biliteracy tests. The options are used for the SENR file for the new indicators. Multiple codes can be selected.
  • Home Hospital Instruction – Used to indicate the Student Program (STU.SP) tag for Home or Hospital Instruction. This option will be used for the Student Absence Summary File (STAS). Multiple codes can be selected.

Click on the Save button after selecting the options.




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