CALPADS Extracts - Enrollment Update : Aeries Software

Configurations

Process for Uploading SENR and SPRG Files

CALPADS History XRP

Rejected Files

Maintaining EXTRACT Updates

SINF TAB

SINF - Parent/Guardian Contact and Parent Ed Level Data

SELA TAB

Full Extracts - Create Legacy Files

Other Information Related to Extracts

Do Not Extract Dates in the Future

Overview ↑

CALPADS launched a redesign in their environment for the way the extract files are processed. As a result, Aeries had to make immediate changes to the way the CALPADS Enrollment Updates are processed and submitted to CALPADS. This documentation outlines the process and the steps needed moving forward for extracting and uploading SENR, SINF SPRG and SELA extracts in CALPADS as of 8/25/2022.

CALPADS released Update Flash #224 with the details of the required file changes.

For information about the Post Redesign changes. See Post Redesign Changes.

The Enrollment Update tab has been updated with new vertical tabs for the SENR (Student Enrollment), SINF (Student Information), SPRG (Student Programs) and SELA (Student English Language Acquisition) extract files to submit to CALPADS. These files are used for Fall 1, Fall 2 and EOY submissions. All functions related to those specific extracts have been moved to these vertical tabs.

The SENR (Student Enrollment) and SPRG (Student Programs) extracts have been adjusted to use the new CALPADS History (XRP table). When an SENR or SPRG extract is generated, the data is now saved in Aeries in the CALPADS History (XRP table), and the user can indicate that the file successfully posted to CALPADS. Aeries will then take those changes into account when generating subsequent extract files. When a new ODS extract for a particular process (SENR or SPRG) is generated, the CALPADS History will start over again from the beginning, with the latest ODS Extract.

This new process will ensure the SENR (Student Enrollment) and SPRG (Student Programs) changes made from the last successful submission to CALPADS will be included in the new extract files. Consequently, the files will be much smaller than before.

When running the process in the current year database, at the beginning of the school year, the previous year’s enrollment must be closed out.

NOTE: Due to the CALPADS Post Process Redevelopment Project, we were required to adjust our extracts and split exits and new enrollments into separate files. Submit and post the file that includes Exits first, followed by the file that includes new enrollments. Per CALPADS Flash #224.

Configurations ↑

The Enrollment Update page will be the primary function used for creating SENR, SINF, SPRG and SELA files from the LEA's database which will be used to upload data changes into CALPADS.

The CALPADS History table (XRP) will be used to store all SENR and SPRG ODS data imported from CALPADS. The data will remain in this table until a new ODS file is imported from CALPADS. At that point, the corresponding CALPADS History data will be wiped clean and new data will be stored. The page will indicate a timestamp of the last time an ODS file was imported. This will help to ensure that the CALPADS History table accurately reflects the current CALPADS data.

NOTE: If the user chooses to start the process over, a new CALPADS ODS file needs to be imported to establish a clean CALPADS History table in XRP. Starting the process over does not have any negative impacts on the import process and is recommended every couple months.

Process for Uploading SENR and SPRG Files ↑

Both SENR and SPRG tabs have been updated to use the CALPADS History (XRP) table.

Ensure all schools that will be reported to CALPADS and included in the extract are selected appropriately in the Schools tab on the CALPADS Extracts page. These schools should match the schools being extracted from the ODS file in CALPADS. Verify all code translations are correct on the Code Translations tab.

The suggested order for uploading files is outlined below.

STEP 1

The first time the process is run each year, an ODS file needs to be extracted from CALPADS and used as the initial import into Aeries.

In CALPADS, navigate to Extracts > ODS Extracts:
- To download an SENR ODS file, select SSID Enrollment ODS Download-SENR
- To download an SPRG ODS file, select Student Program ODS Download - SPRG
- SENR and SPRG - select the "DATE RANGE" option
- For SENR - Enter an Enrollment Start Date of July 1st that is 2 years prior to the current school year (i.e. 07/01/20##)
- For SPRG - Enter an Enrollment Start Date of July 1st that is 10 years prior to the current school year (i.e. 07/01/20##)
- Enter an Enrollment End Date of today.
- Select all schools that will be extracted from CALPADS that are reported by the LEA and maintained in the SIS.
- Download the file to a location on your hard-drive

STEP 2

In Aeries, on the CALPADS EXTRACTS page, select the appropriate vertical tab (SENR or SPRG) that will be used for the process. Extracts must be done in a particular order, starting with SENR. When an ODS file is being imported for the first time, the option Use CALPADS History is disabled. A new ODS file must be imported when running this process for the first time at the start of the school year.

If extracting a SENR file, click the Select SENR ODS Extract File button, then navigate to the location where the file is saved on the computer drive.

NOTE: When extracting a SPRG file, make sure you are on the SPRG vertical tab, click the Select SPRG ODS Extract File button, then navigate to the location of where the file is saved on the computer drive. The entire process is the same for both the SENR vertical tab and the SPRG vertical tab.

Once the file is selected, it will display under the button. Select the Load File, Evaluate, and Create New (SENR or SPRG) File(s) button. This process will return a zip file containing multiples files that are necessary for importing into CALPADS.

The File Download area will contain a zip file with two options.

A file download button
A shortcut to the CALPADS History (XRP) table

Download the zip file and extract each file contained within the zip file, saving each file to the local hard drive.

CALPADS History XRP ↑

Once the files have been created, the CALPADS History (XRP) page will now contain a transaction log of each record (extract) created and will be listed in the order in which the record will need to be posted. Each record will also be numbered with 001, 002, 003, etc.

There is an option on the top of the CALPADS History page for Show Everything. When this option is selected, all records from all previous and current extracts will display in the list that have been created since the ODS import date which is located on the SENR or SPRG tab.

To only display the list of processed records that are currently available to POST, uncheck the Show Everything option. In this example, the 002_EXITS file for SENR is available to POST.

Filters are available on CALPADS History tab for columns labeled Process and FileName. For example, a user can filter the Process column to limit the display to only SENR record transactions. The Process, File Name and Status columns can be sorted by selecting the header name of the column.

Step 3

In CALPADS, upload each file in order starting with the file labeled with 001. Once all files have been posted successfully, log back into Aeries and post each record on the CALPADS History (XRP) page.

The files must be submitted and Posted in the correct order to be processed correctly by CALPADS:
- 001_Removals
- 002_Exits
- 003_Updates

On the CALPADS History (XRP) page, only the file labeled with 001 will be available with a POST button. If the file posted successfully in CALPADS, select the POST button in CALPADS History. When prompted with the confirmation message, select YES. The POST button will trigger the data in the XRP table related to this file record to have a flag that indicates the file has been applied.

As each file is posted successfully in CALPADS, each file must be posted on the CALPADS History (XRP) page. The POST button will be replaced with Posted on the Actions column for the record where the POST button was applied. The next available file will now be unlocked and display with a POST button. Repeat this process for each file as they were successfully imported into CALPADS until all files in the CALPADS History page have an Action of Posted.

NOTE: A process was needed for brand-new enrollments that have a change in the Enter Date. The only way to fix that enrollment record in CALPADS now is to delete the existing, incorrect record and upload a new record with the correct date. However, if there is only one SENR record for a student in CALPADS, their system will not allow you to delete that record. Therefore Aeries SENR ODS logic has been adjusted to update that enrollment record to a “No Show” enrollment (N470 exit code), then add a new record with the correct enrollment date.

Once all steps have been completed for uploading the SENR files, then proceed to importing the SPRG files. To avoid errors such as GERR0005 - LEA does not have ownership of student enrollment to make the update, be sure that all SENR records have a status of COMPLETE prior to importing SINF, SPRG or SELA records. Per CALPADS, the ODS files are a snapshot as of 10:00 p.m. the previous day. For the CALPADS processing schedule, see CALPADS Hours.

For detailed information on SENR ODS Extracts, see SENR ODS Extracts.

For detailed information on SPRG ODS Extracts, see SPRG ODS Extracts.

Rejected Files ↑

If a file loaded to CALPADS is rejected, the errors will need to be fixed in Aeries before a new set of files are created. Fix all errors from the file, then create a new batch of Extract files again in Aeries. If file 001-REMOVED has already been submitted and posted with no errors, but file 002-EXITS had errors, then after fixing the errors in Aeries, extract a new set of files. There may not be a file for REMOVED if no further changes have occurred and the first file may begin with EXITS and will be file #001. The user may have multiple records shown ready to POST.

Upload file number 001. If the files passes, move on to file number 002.
If the file fails, fix the errors in Aeries
Go to the Enrollment Update tab in Aeries, with the Use CALPADS History option selected, select CREATE New SENR or SPRG files. (A newer set of files will display at the top.)
Download ALL files locally and upload each file again into CALPADS making sure all files are posting successfully.
On the CALPADS History page, select POST for the most recent file shown that matches the file submitted to CALPADS. As the most recent files are submitted, the status of the older set of files will change to Obsolete.

Maintaining EXTRACT Updates ↑

SENR, SINF, SPRG and SELA uploads should be generated regularly to ensure that student information is accurate in CALPADS. This new process, which includes the CALPADS History (XRP) table, will ensure only SENR (Student Enrollment) and SPRG (Student Programs) changes made from the last submission will be included in the new files. The process can be repeated as often as needed, however, it is recommended that it be run once every couple weeks.

NOTE: A new ODS file should be extracted at the start of each school year and then once every couple months to ensure all data changes between CALPADS and Aeries have been reconciled. Also, if data changes are being made via Online Maintenance, a new ODS download is necessary to ensure data is reconciled between Aeries and CALPADS.

The next time the process is run after the initial upload of an ODS file, the option to Use CALPADS History must be selected and will default to "checked" when there is data in the CALPADS History (XRP) table. The CALPADS History table will be used as a temporary holding place to easily identify changes between CALPADS and Aeries without having to import a new ODS again each time extracts are run.

Run the following processes regularly every couple weeks by following these steps:

Select the option Use CALPADS History
Select Create New (SENR or SPRG) File(s).
Download the zip file and extract all files locally
Submit and Post each file in CALPADS in order starting with 001, 002, 003, etc.
If all files posted to CALPADS successfully, POST each matching file on the CALPADS History page starting with 001.
If any file is rejected, fix the errors in Aeries then create a new set of files and repeat the process starting with the most recent batch of files.
Repeat the process regularly every few weeks to ensure changes in Aeries are submitted to CALPADS.

NOTE: The Use CALPADS History checkbox instructs the SENR Reconciliation process to use the CALPADS History data stored within the Aeries Database (XRP Table). Aeries remembers the ODS Extracts and SENR Extract files generated. If information in the CALPADS History tab is properly maintained, fewer SENR ODS Extracts will be required to keep CALPADS up to date.

Remember, if data changes are made in Online Maintenance, you must download a new ODS file from CALPADS to refresh the CALPADS history table.

*NOTE: If you have a fresh SENR ODS Extract from CALPADS to use, uncheck the Use CALPADS History box, select the newly created ODS file from CALPADS, and then Create New SENR Files.

SINF TAB ↑

The Create SINF Extract File button will extract various Student Demographic data required to be submitted for CALPADS.

When Extract SINF for ALL Students option is de-selected, the regular SINF extract is generated and only students with changes that are logged in the CALPADS Log Details (LGD) table and the Address History (ADH) table will be extracted in the current school year.

NOTE: Address changes only come from ADH. If there are ADH records in LGD but not in ADH, then nothing will extract.

The option Extract SINF For All Students, when selected, will 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) where the information doesn't write to LGD (CALPADS Log Details) or ADH (Address History) tables. The Extract SINF File for ALL Students button is optional, however, after the CALPADS 2023-24 changes, it is necessary use this option each year to ensure all students are getting their SINF record extracted at least once with the Parent Education Levels from both parents.

To help prevent CALPADS errors when changes are made to specific fields, the SINF extract will ignore the date of the change from the CALPADS Log Details (LGD) table and instead use the student enrollment start date. The fields are: Student Birth Date (STU.BD), Student Birth City (STU.BCY), Student Birth State (STU.BST), Student Birth Country (STU.BCU), Student Ethnicity (STU.ETH), Student Race (STU.RC1-RC5), and US School Enter Date (LAC.USS).

SINF - Parent/Guardian Contact and Parent Ed Level Data ↑

As of 2023-2024 academic year, the Parent Education Level will be extracted for each parent found in the Contacts table. It is important to make sure the Contacts are identified with a Parent/Guardian according to the District Settings and that the Parent Education Level is populated in CON.ELV. It is also important that at the start of each school year, once data has been cleaned up and is accurate and Parent Data information is added to the CON table, the SINF extract should be run with the option selected to Extract SINF for All Students.

When Extract SINF for All Students is selected:

The SINF extract will pull the Parent/Guardian Last Name (CON.LN) and First Name (CON.FN) for each identified Parent/Guardian according to District Settings from the Contacts table for all students where a Parent/Guardian Contact record is found.
The SINF extract will pull the parent's Education Level (CON.ELV) for each identified Parent/Guardian according to District Settings from the Contacts table for all students where a Parent/Guardian Contact record is found.

When Extract SINF for All Students is de-selected:

The process will check for CON.ELV records in CALPADS Log Details (LGD) and if found, will trigger the system to extract the following for those students found in LGD with a CON.ELV record:
- The Parent/Guardian Last Name and First Name for each identified Parent/Guardian according to District Settings from CON.LN and CON.FN in the Contacts table will extract into SINF.
- The parent's Education Level for each identified Parent/Guardian according to District Settings will pull from CON.ELV in the Contacts table will extract into SINF.
- No Parent Ed Level records will pull directly from CALPADS Log Details (LGD) as of 9/19/2023 (STU.PED nor CON.ELV).

See Managing Contacts/Identifying Guardians for SINF documentation.

NOTE: When a change is recorded in the CALPADS Log Details (LGD) or the Address Change History (ADH) page after a student has withdrawn from the school, the SINF extract has been adjusted to use a date within the student's enrollment to avoid causing fatal error GERR0005.

If an error occurs during the SINF Extract process, an email will be generated indicating the Student IDs for the student(s) with the error. The process will continue to run for all students until the process fully completes.

SELA TAB ↑

The CALPADS SELA file collects English Language Acquisition Status (ELAS) information that has changed from what was originally reported to CALPADS.

To accommodate this, an ODS import process has been added to Aeries to import student’s existing CALPADS English Language Acquisition Status (ELAS) information. The SELA ODS Import process will import CALPADS data into two Aeries Language fields. See SELA Import for more information.

Full Extracts - Legacy Files ↑

Users should avoid creating SENR or SPRG files using the Legacy Extract buttons. Legacy files are not recommended for creating extracts to be sent to CALPADS. The file type requirements have changed in CALPADS and files with duplicate operational keys are included in these extracts which can cause IVR0034 errors.

When running the process at the end of the school year (within 14 days of the last school day), the SENR ODS process will include the Exit codes of E155 and E156 exit codes to close out the enrollments. However, if state testing is still being administered, and the desire is to NOT exit students in CALPADS yet, this process can be controlled by the deselecting that option on the Other Options tab. However, it is imperative to run another Enrollment Update after testing is complete to close out all enrollments as of the end of each school year.

Do Not Extract Dates in the Future ↑

This option has been added if students need to complete the CAASPP test (TOMS) within the last two weeks of the school year. This option will exclude exit reasons (ex: E155) and dependent info from the SENR file. Using this option will ensure the student is active in TOMS.