aeriesâ„¢ student information system calpads in aeries may 4, 2012

Aeries™ Student Information System CALPADS in AERIES

May 4, 2012

CALPADS in Aeries

Contents Content ..................................................................................................................... Page Student Information ................................................................................................. 2-23 Student Data 1 .................................................................................................. 2-4 Race/Ethnicity ..................................................................................................... 5 Student Data 2 ................................................................................................. 6-7 Student Data 3 .................................................................................................... 8 Secondary Student Data .............................................................................. 9-10 Special Program ................................................................................................ 11 Free and Reduced Meals .................................................................................. 12 Gate .................................................................................................................... 13 Language Assessment ..................................................................................... 14 Special Education Data .................................................................................... 15 Authorizations/Prohibitions ............................................................................. 16 Assertive Discipline ...................................................................................... 17-19 College Entrance Tests and Requirements .................................................... 20 Attendance Enrollment ................................................................................ 21-22 Transcripts/Transcript Terms .......................................................................... 22 Course Attendance (CAR) ............................................................................... 23 School Options ............................................................................................................ 24 Master Schedule ..................................................................................................... 25-26 Courses ................................................................................................................... 27-28 Teacher Data-Secondary Schools ............................................................................. 29 Teacher Data-Elementary Schools ....................................................................... 30-31 Staff Data ................................................................................................................ 32-34 Course History Institutions ........................................................................................ 35 Update Suspendable Offense Codes ........................................................................ 36

CALPADS in Aeries

STUDENT DATA Accessed from F. Student Data on the Control Panel.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum

CALPADS Name Comment

Last Name STU.LN 01.12 Student Legal Last Name

First Name STU.FN 01.10 Student Legal First Name

Middle Name STU.MN 01.11 Student Legal 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 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.

Mailing Address STU.AD 02.36 Residential Address Line 1

Aeries will extract the Mailing Address if is the only one populated. Residence Address will be extracted if it is populated. CALPADS also uses different code values for "State" that the postal code values. Do not worry. Aeries will translate these for you automatically.

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

CALPADS in Aeries

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Inter/Intra District Transfer

STU.IT 02.34 Interdistrict 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: Interdistrict Transfer Category

District of Residence

STU.ITD 02.35 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.

School Enter Date

STU.ED 01.23 Student School Start Date

STU.ED will be used if the date populated is older than the best data you have in the ENR table. There is an option on the Create CALPADS Extracts form to identify this threshold. Analyze your ENR data and any students who started in a school before your ENR expresses should have a correct School Start Date. This date should represent the date the student started in the current school during the current enrollment period. 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.

CALPADS in Aeries

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


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

Home Language STU.HL 01.22 Primary Language Code

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

Language Fluency

STU.LF 02.41 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

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

CALPADS in Aeries

Race/Ethnicity To access this form click the mouse on the Race/Ethnicity button on the Student Data form.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


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

CALPADS in Aeries

STUDENT DATA 2

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


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

State Student ID STU.CID 01.08 SSID

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

Birth Place Special Circumstances

STU.BPS 02.44 Student Birth Country Special Circumstance Indicator

NO LONGER NEEDED FOR CALPADS. Recent clarifications from the Feds revealed that every student born outside the country potentially qualifies as an "Eligible Immigrant" for the SNOR Report. Citizenship Status is not a factor and so this field is no longer needed.

CALPADS in Aeries

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

Initial Ninth Grade Entry Year

STU.INE 02.47 Student Initial Ninth Grade Entry Year

This is a new field to Aeries and must be populated for every student in grade 9 and above.

Truant Indicator STU.TRU 04.23 Student Truant Indicator

This is a new field to Aeries but is not reported to CALPADS until the end of the year. The CALPADS code values for this field are "Y" and "N". You should discuss with the person in your district in charge of Truancy what code values they would like to use in this field. Then translate those code values to "Y" and "N" on the Create CALPADS Extracts form.

CALPADS in Aeries

STUDENT DATA 3

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 01.27 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 (Course History institutions) Table where the full CDS code should be populated.

Graduation Status

STU.HSG 01.28 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.

CALPADS in Aeries

SECONDARY STUDENT DATA/GENERAL TAB

The Secondary Student Data (SSD) has 2 tabs, General and Perkins.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Migrant ID SSD.MID 03.20 Migrant Student ID All students participating in the Migrant Ed program (PGM.CD = 135) must have a Migrant ID populated.

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.

Home Dwelling Type

SSD.HMT 02.33 Primary Residence Category Code

ALL Students must have a value populated in this field. The codes previously in Aeries are not compatible with the new CALPADS Codes. This field was recently changed to be a 3-character field, so you can go into the COD table and add the CALPADS Codes. You should then convert any existing data to the new code values. CALPADS Code Set: Primary Residence Category

CALPADS in Aeries

SECONDARY STUDENT DATA/PERKINS TAB

The Perkins tab on the Secondary Student Data form is used to enter CTE Pathway codes and Academic Year.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


CTE Pathway code

CTE.CD 11.13 CTE Pathway code For each student who is a CTE concentrator, indicate the student’s pathway, using a CTE pathway code (one code/pathway per CTE concentrator). If a student has multiple pathways only one code should be entered.

CTE Pathway Academic Year

CTE.AY 11.14 CTE Pathway Completion Academic Year ID

Enter the Academic Year in which the Career Technical Education Pathway was completed.

CALPADS in Aeries

SPECIAL PROGRAMS

Accessed from the S. Programs button on the Student Data form. 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 table or the Special Programs form can be used, but not both.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


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 CSE, NSLP is populated in the Free and Reduced Meals area of Aeries. GATE can be populated in PGM or the GATE area of Aeries.

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

If Education Program Code = 113 Then Y; Else N

CALPADS in Aeries

FREE AND REDUCED MEALS To access Free and Reduced Meals, click the mouse on the View All Forms button on the Control Panel. 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 175.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


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

We recommend that the Eligibility Date fields are populated, but they are not required. If they are populated, Aeries will use them. If they are not populated, Aeries will assume eligibility all year long and will extract dates appropriate for that assumption that match up with the enrollment start and end dates.

NSLP Eligibility End Date

FRE.EED 03.16 Education Program Membership End Date

CALPADS in Aeries

GATE

To access the GATE form, click the mouse on the View All Forms button on the Control Panel. Click the mouse on GATE. 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 Table.Field

CALPADS FldNum


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

CALPADS in Aeries

LANGUAGE ASSESSMENT

To access the Language Assessment, click the mouse on the H. Language button on the Student Data form. The Language Assessment form will display.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


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 LAC.SD 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 field must be populated for every "R-FEP" student. It can be populated by hand or in mass using the "Update English Language Proficiency" Macro

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

Students born outside the US must have this field populated.

CALPADS in Aeries

SPECIAL EDUCATION DATA To access Special Education Data, click the mouse on the E. SpecEd button on the Student Data form. The Special Education Data form will display. 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 Table.Field

CALPADS FldNum


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

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.

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.

CALPADS in Aeries

AUTHORIZATIONS/PROHIBITIONS

To access the Authorization/Prohibitions form, click the mouse on the M. Misc button on the Student Data form. The 2nd tab on the Miscellaneous Student Data form is Authorization/Prohibitions. Student Waiver information can be entered on the Authorization/Prohibitions form.

Aeries Field

Name Aeries

Table.Field CALPADS FldNum


Authorization Type

AUT.TY 06.13 Education Regulatory Exemption Code

The only waivers or exemptions that are collected in CALPADS are: -CAHSEE Math Waiver -CAHSEE ELA Waiver -CAHSEE Exemption Codes must be added to the COD table and translated to the CALPADS codes. AUT.TY codes of 1, 2 and 3 are hard coded and should not be used for CAHSEE Waiver/Exemption codes.

Authorization Status

AUT.ST 06.14 Education Regulatory Exemption Outcome Code

The outcome code values are: -Granted -Denied -Withdrawn Codes must be translated to the CALPADS codes.

Authorization Status Date

AUT.SDT 06.15 Education Regulatory Exemption Outcome Start Date

Date of the outcome of a specific waiver.

CALPADS in Aeries

ASSERTIVE DISCIPLINE All schools must manage Discipline information for all suspendable offenses. Many elementary schools have not used the discipline area of Aeries in the past. They will have to use it for suspendable offenses from now on.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Incident Date ADS.DT 04.14 Disciplinary Incident Occurrence Date

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 ADS.DS 04.18 Incident Disciplinary Action Taken Code

Do Not use the CALPADS Code Values. Use your own local codes. Suspension codes needs to start with "SUS" and Expulsions need to start with "EXP". There can be additional characters after "SUS" and "EXP", but they must start with those characters for the system to recognize what they represent. CALPADS Code Set: Disciplinary Action Category

CALPADS in Aeries

Aeries Field

Name Aeries



Days Disciplined ADS.DY 04.20 Incident Disciplinary Action Duration Days

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

Disciplinary Action Authority

ADS.AA 04.19 Disciplinary Action Authority Code

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

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.

ASSERTIVE DISCIPLINE – Additional Info

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


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.

http://www.aeries.com/

CALPADS in Aeries

ASSERTIVE DISCIPLINE - EXPULSIONS

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


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

CALPADS in Aeries

COLLEGE ENTRANCE TESTS AND REQUIREMENTS To access College Entrance Tests and Requirements, click the mouse on the O. College button on the Student Data form.

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.

CALPADS in Aeries

ATTENDANCE ENROLLMENT To access Attendance, click the mouse on the 1. Attendance button on the Student Data form. Click the mouse on the Enrollment tab.

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. CALPADS Changed the Exit Reason Code Values from the ones that CSIS used, but Aeries will continue to use the old code set. The Aeries codes will automatically translate to the CALPADS Code Values when extracted. The differences are very slight and are easily identifiable when working with CALPADS data directly. 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.

CALPADS in Aeries

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.

IntDst – Inter District

ATT.IT 02.34 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.

TRANSCRIPTS AND TRANSCRIPT TERMS

Course Completions are part of the new CALPADS Reporting Requirements for grades 7-12 in traditional schools. Alternative Ed and Continuation Schools do not need to worry about this section. 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 Transcript Terms (HIS.TE) must be translated to the State Term Codes on the Transcript Definition Terms tab.

CALPADS in Aeries

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.

CALPADS in Aeries

SCHOOL OPTIONS The School Options form contains information utilized by CALPADS and must be verified in the District and School.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


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.

County District

LOC.CC LOC.DC

01.04 Reporting LEA

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.

CALPADS in Aeries

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.

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

Highly Qualified Teacher

MST.HQT 09.28 HQT Competency Code

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

CALPADS in Aeries

MASTER SCHEDULE – More Info Tab

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


Education Service

MST.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

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


MST.INS 09.23 Independent Study Indicator

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


MST.INS 09.24 Distance Learning Indicator

A value of "DL" 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

CALPADS in Aeries

COURSES

To access Courses, click the mouse on the D. Course Data button on the Control Panel.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


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

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

CALPADS in Aeries

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


NCLB Core Course

CRS.NCC 09.11 CRS-NCLB Core Course Instructional Level Code

CALPADS Code Set: NCLB Core Course Indicator and Instructional Level

NCLB Core Area 1 & 2

CRS.CA1 & CRS.CA2

Although this field is not a CALPADS field, it is associated with CALPADS Reporting because it can be used along with the Staff Highly Qualified (STH) table to help populate the Highly Qualified fields in the Master Schedule. If you want to add additional codes, adjust the COD table for the "CRS.CA1" field.

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

CALPADS in Aeries

TEACHER DATA – Secondary Schools To access Teacher Data, click the mouse on the E. Teacher Data button on the Control Panel.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


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. If you do have this situation at a school using a master schedule, be sure that both teachers share the same Highly Qualified Status. If they do not, you MUST create an additional TCH record for the other teacher and flag the Master Schedule to indicate multiple teachers with different HQT values.

CALPADS in Aeries

TEACHER DATA – Elementary Schools To access Teacher Data, click the mouse on the 3. Teacher Data button on the Control Panel.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


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.

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

Highly Qualified Teacher

TCH.HQT 09.28 HQT Competency Code

All teachers 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. CALPADS Code Set: Content Area Competency Category

CALPADS in Aeries

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

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.

NCLB Core TCH.NCC 09.11 CRS-NCLB Core Course Instructional Level Code

CALPADS Code Set: NCLB Core Course Indicator and Instructional Level. Use “E” for Elementary Schools.

NCLB Core Area 1 & 2

TCH.CA1 TCH.CA2

Although this field is not a CALPADS field, it is associated with CALPADS Reporting because it can be used along with the Staff Highly Qualified (STH) table to help populate the Highly Qualified fields on the Teacher form. If you want to add additional codes, adjust the COD table for the "CRS.CA1" field.

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".


TCH.INS 09.22 Instructional Strategy Code

CALPADS Code Set: Instructional Strategy


TCH.INS 09.23 Independent Study Indicator

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


TCH.INS 09.24 Distance Learning Indicator

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

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

CALPADS in Aeries

STAFF DEMOGRAPHICS To access Staff Data, click the mouse on the E. Teacher Data button on the Control Panel. Click the mouse on the Staff button.

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.

CALPADS in Aeries

Aeries Field Name Aeries Table.Field

CALPADS FldNum


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.

CALPADS in Aeries

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

CALPADS in Aeries

COURSE HISTORY INSTITUTIONS

To access Course History Institutions, click the mouse on the View All Forms button on the Control Panel. Click the mouse on the OTH radio button. Click the mouse on Course History Institutions. 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 Table.Field

CALPADS FldNum


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.

CALPADS in Aeries

UPDATE SUSPENDABLE OFFENSE CODES To access the Update Suspendable Offense Codes form, click the mouse on the View All Forms button on the Control Panel. Click the mouse on the STU radio button. Click the mouse on Update Suspendable Offense Codes. The Update 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.

Aeries Field Name

Aeries Table.Field

CALPADS FldNum


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

aeriesâ„¢ student information system calpads in aeries may 4, 2012

Documents