CALPADS File Specifications - California Longitudinal Pupil

Document Sample
CALPADS File Specifications - California Longitudinal Pupil Powered By Docstoc
					CALPADS File Specifications
                      (CFS)



                               FINAL


                        CALPADS


                  Version Number: 2.0

                   Version Date: 11/10/2010
Revision History

Date of this Revision: 11/10/2010




 Revision        Revision
 Number            Date                Name          Section                  Summary of Changes

     2.0       11/10/2010          Dan Conway/       N/A       CFS updates for 2010-11 academic year.
                                   Brandi Jauregui
                                                     1         Updated Introduction section

                                                     1.3       Revised processing method descriptions
                                                               Removed references to Pre-ID file format

                                                     1.3.1     Revised transaction type descriptions clarifying
                                                               submission requirements

                                                     1.3.1.1   Inserted section heading for Transaction Processing
                                                               Scenarios

                                                     1.3.2     Revised transaction type descriptions clarifying
                                                               submission requirements and added narrative
                                                               describing the use of Effective Date transactions and
                                                               how CALPADS will interpret the transaction
                                                               submissions.

                                                     1.3.2.1   Inserted section heading for Effective Date
                                                               Processing Scenarios. Replaced all scenarios with
                                                               update diagrams and narrative descriptions.

                                                     1.3.3     Revised transaction type descriptions clarifying
                                                               submission requirements

                                                     1.3.3.1   Inserted section heading for Replacement
                                                               Processing Scenarios

                                                     2.1.3     Revised the Fall 1 Title III Eligible Immigrant count
                                                               description.

                                                     2.2.1     Revised Fall 2 descriptions based on updated
                                                               business rules

                                                     2.2.2     Revised Students Included section with updated Fall
                                                               2 business rules

                                                     2.2.3     Revised Course Section Data Included section with
                                                               updated Fall 2 business rules



CALPADS File Specifications v2.0                                                                               i
11/10/2010
 Revision        Revision
 Number            Date            Name   Section                  Summary of Changes

                                          2.2.4     Revised Staff Data Included section with updated
                                                    Fall 2 business rules

                                          2.3.1.2   Revised the Spring 1 Title III Eligible Immigrant
                                                    count description.

                                          2.6.2     Revised Student Data Included section with updated
                                                    selection business rules.

                                          3.1.6     Updated School of Attendance NPS (1.06)
                                                    comments column regarding submission of Special
                                                    Education student information

                                          3.2.6     Revised Interdistrict Transfer Code (2.34) comment
                                                    and validation columns

                                          3.3.6     Revised Education Program Membership Start Date
                                                    (3.15) Validation column
                                                    Revised District of Special Education Accountability
                                                    (3.22) comments column

                                          3.4.2     Revised Selection Criteria clarifying reporting year.

                                          3.4.6     Revised Incident Most Severe Offense Code (4.16)
                                                    comments column

                                          3.7.2     Revised Selection Criteria for based on updated Fall
                                                    2 business rules

                                          3.7.6     Updated Staff Birth Date (7.16) validation changing
                                                    Birth Date check rule to warning
                                                    Updated Staff Employment Start Date (7.28)
                                                    validation changing Staff Birth Date rule to warning
                                                    Updated Staff Service Years LEA (7.30) validation to
                                                    require the value to be equal to or greater than 1.
                                                    Updated comments column.
                                                    Updated Staff Service Years Total LEA (7.31)
                                                    validation to require the value to be equal to or
                                                    greater than 1. Updated comments column.

                                          3.8.2     Revised Fall 2 selection criteria description based on
                                                    Fall 2 business rules




CALPADS File Specifications v2.0                                                                    ii
11/10/2010
 Revision        Revision
 Number            Date            Name   Section                  Summary of Changes

                                          3.8.6     Corrected Transaction Type Code (8.02) validation
                                                    description
                                                    Updated Staff Birth Date (8.11) validation by
                                                    removing Staff Birth Date check against SEID table.
                                                    Updated validation age range check to warning.
                                                    Revised Staff Job Classification Code (8.13)
                                                    validation. Code set provides validation
                                                    Revised all seven Non Classroom Based Job
                                                    Assignment Code (8.15 to 8.21) validation rules to
                                                    include Staff Job Classification Code = 25

                                          3.9.1     Added narrative describing the submission of the
                                                    Course information in the Course Section file format

                                          3.9.2     Revised narrative for Fall 2 Only selection criteria
                                                    based on the revised Fall 2 business rules

                                          3.9.4     Revised relationship to other record type narrative
                                                    based on revised Fall 2 submission rules.

                                          3.9.6     Corrected Transaction Type Code (9.02) validation
                                                    description
                                                    Removed character set restriction from CRS-Course
                                                    Name (9.09)
                                                    Revised Course Section ID (9.14) definition,
                                                    comments, and validation column narratives.
                                                    Updated the Course Section ID definition, provided
                                                    example scenarios, and revised the validation rule to
                                                    support multiple Course Section IDs
                                                    Revised SEID (9.16) validation for “999999999” and
                                                    provided guidance information in the comments
                                                    column.
                                                    Removed character set restriction from Class ID
                                                    (9.18), revised field definition and updated
                                                    comments column
                                                    Removed validation statement from Validation
                                                    column for Education Service Code (9.20).
                                                    Referenced Code set provides validation values.

                                          3.10.2    Revised selection criteria narrative based on revised
                                                    Fall 2 data selection rules.

                                          3.10.4    Revised relationship to other record type narrative
                                                    based on revised Fall 2 submission rules.




CALPADS File Specifications v2.0                                                                   iii
11/10/2010
 Revision        Revision
 Number            Date            Name   Section                 Summary of Changes

                                          3.10.6    Revised Course Section ID (10.14) definition and
                                                    comments columns to be consistent with the 9.14
                                                    field definition.




CALPADS File Specifications v2.0                                                                iv
11/10/2010
Table of Contents
1.   Introduction................................................................................................................................. 1
     1.1      Key to Columns.................................................................................................................................... 1
     1.2      File Structure........................................................................................................................................ 2
     1.3      CALPADS Processing Methods .......................................................................................................... 3
     1.4      SSID Enrollment Management .......................................................................................................... 18
     1.5      Data Submissions .............................................................................................................................. 19
2.   Certification Submission Requirements ................................................................................. 21
     2.1      Fall 1 - Annual Enrollment Update / Title III Eligible Immigrants ....................................................... 23
     2.2      Fall 2 - Course Enrollment / Staff Assignments / English Learner Services...................................... 25
     2.3      Spring 1 – English Language Acquisition Status / Title III Eligible Immigrants ................................. 27
     2.4      End of Year 1 – Course Completion / Career Technical Education .................................................. 28
     2.5      End of Year 2 - Program Participation ............................................................................................... 30
     2.6      End of Year 3 – Discipline / Truancy ................................................................................................. 30
     2.7      End of Year 4 – Waivers .................................................................................................................... 31
3.   CALPADS File Formats ............................................................................................................ 32
     3.1      SSID Enrollment File Format ............................................................................................................. 32
     3.2      Student Information File Format ........................................................................................................ 52
     3.3      Student Program File Format ............................................................................................................ 82
     3.4      Student Discipline File Format ........................................................................................................... 98
     3.5      Student Health File Format .............................................................................................................. 113
     3.6      Student Waivers File Format ........................................................................................................... 123
     3.7      Staff Demographics File Format ...................................................................................................... 132
     3.8      Staff Assignment File Format .......................................................................................................... 144
     3.9      Course Section File Format ............................................................................................................. 158
     3.10     Student Course Section File Format................................................................................................ 175
4.   CALPADS Code Sets .............................................................................................................. 185
     4.1      Exceptions ....................................................................................................................................... 185
     4.2      CALPADS Valid Code Combinations .............................................................................................. 185
5.   Character Sets ........................................................................................................................ 186
6.   Glossary .................................................................................................................................. 192
7.   Appendix A – XML Schemas .................................................................................................. 194
     7.1      SSID Enrollment .............................................................................................................................. 194
     7.2      Student Information ......................................................................................................................... 196
     7.3      Student Program .............................................................................................................................. 199
     7.4      Student Discipline ............................................................................................................................ 201
CALPADS File Specifications v2.0                                                                                                                          v
11/10/2010
     7.5      Student Health ................................................................................................................................. 203
     7.6      Student Waivers............................................................................................................................... 205
     7.7      Staff Demographics ......................................................................................................................... 206
     7.8      Staff Assignment .............................................................................................................................. 208
     7.9      Course Section ................................................................................................................................ 211
     7.10     Student Course Section ................................................................................................................... 213




CALPADS File Specifications v2.0                                                                                                                      vi
11/10/2010
Table of Tables
Table 1-1: Record Type and Pre-processing ...................................................................................... 3
Table 3-1: SSID Enrollment File Format ............................................................................................ 34
Table 3-2: Record Type Code Descriptions ....................................................................................... 52
Table 3-3: Record Type Code Grouping ............................................................................................ 53
Table 3-4: Student Information Record Layout................................................................................... 56
Table 3-5: Student Program Record Layout ....................................................................................... 85
Table 3-6: Student Discipline Record Layout ..................................................................................... 99
Table 3-7: Student Health Record Layout ........................................................................................ 114
Table 3-8: Student Waivers Record Layout ..................................................................................... 124
Table 3-9: Staff Demographics Record Layout ................................................................................ 133
Table 3-10: Staff Assignment Record Layout ................................................................................... 145
Table 3-11: Course Section Record Layout ..................................................................................... 160
Table 3-12: Student Course Section Record Layout ........................................................................ 177
Table 5-1: Character Set ................................................................................................................ 186




CALPADS File Specifications v2.0                                                                                                  vii
11/10/2010
Table of Figures
Figure 1-1: Scenario 1 ....................................................................................................................... 10
Figure 1-2: Scenario 2 ....................................................................................................................... 11
Figure 1-3: Scenario 3 ....................................................................................................................... 12
Figure 1-4: Scenario 4 ....................................................................................................................... 13
Figure 1-5: Scenario 5 ....................................................................................................................... 14
Figure 1-6: Scenario 6 ....................................................................................................................... 15
Figure 1-7: CALPADS Data Collection Periods, Windows, and Required File Formats ...................... 20
Figure 2-1: Expected Schools for Each Data Submission .................................................................. 23




CALPADS File Specifications v2.0                                                                                                      viii
11/10/2010
                                                                                           1. Introduction



1.       Introduction
This document provides a detailed description of the data submission requirements and file formats
associated with each of the California Longitudinal Pupil Achievement Data System (CALPADS) data
submissions. The CALPADS File Specification (CFS) requirements in the following sections provide
an overview of the CALPADS file processing methods, submission requirements, character sets, and
the supported XML schemas. This document will provide the local educational agency (LEA) business
and technical staff and Student Information System (SIS) vendors the data submission specifications
to generate the CALPADS supported file specifications.
CALPADS supports the following ten file formats to enable the submission of student, teacher, and
course data to meet California's state and federal reporting requirements.

                                          CALPADS File Formats

             Student Information             Staff Information               Course Information

        SSID Enrollment                 Staff Demographics               Course Section
        Student Information             Staff Assignment                 Student Course Section
        Student Program
        Student Discipline
        Student Health
        Student Waivers

The following sections provide an overview and the specific details associated with the CALPADS
data submission processes and CALPADS file formats:
    Certification Submission Requirements
    CALPADS File Formats
    CALPADS Code Sets
    Character Sets
    Glossary

1.1      Key to Columns
A record layout is provided for each record type. The record layout table includes the following
information:
    Field #
        The order in which the data element appears within the record. For example, Gender is the
         17th field in the SSID Enrollment record type
    Public Name
        The name of the CALPADS data element
    Field Type
        The data type of the element. The possible values include:
CALPADS File Specifications v2.0                                                                   1
11/10/2010
                                                                                              1. Introduction


             CS = Character String
             DT = Date
             NU = Numeric
   Max Length
        The maximum length of the data element
   Definition
        An explanation of the meaning of the data element
   Code Set
        The name of the code set included in the CALPADS code set document that identifies the
         valid code values for the data element
   Comments
        Clarification about the data element in addition to the definition
   Validation
        Validation that will be performed by the system in addition to validating that the required fields
         are not blank
   Required
        An indication of whether the data element is required to be submitted or is optional
             Y = Data element is required to be populated (Blanks are not allowed)
             N = Data element is NOT required to be populated (Blanks are allowed)
   Operational Key
        The set of fields that identify the record or records depending on the type of processing
         associated with the record type
   Updateable Fields
        The fields that may be updated through the record type

1.2      File Structure
The structure of the file should conform to the order and data type listed in the record layouts
described in the sections below. CALPADS will accept files in the following formats:
   Comma Separated Value format (CSV)
   Caret Separated Value format
   Extensible Markup Language (XML) format
   Excel Spreadsheet format
Files submitted in Comma Separated Value or Caret Separated Value format must not contain a
header row. Each record must end with a carriage return and line feed. The last record in the file must
end with an end of file (EOF) character.


CALPADS File Specifications v2.0                                                                     2
11/10/2010
                                                                                             1. Introduction


XML formatted files must utilize the CALPADS XML schema provided in Appendix A. Non required
data elements with no value must be included in the data submission.
An Excel Spreadsheet format may contain one row of column names.
Additionally, Excel Spreadsheet templates will be distributed to those LEAs that wish to use an Excel
spreadsheet format.

1.3       CALPADS Processing Methods
There are three main processing methods of data in CALPADS:
   Transaction Processing - Individual record transactions are submitted and managed using a
    defined operational key. The records are added, updated and deleted using transaction types of
    Add/Update (default), Delete, Replace.
   Effective Date Processing - Data are managed in CALPADS using Start and End effective dates.
    Users can establish start and end dates for specific information. Source data in the LEA does not
    need to have effective dates. CALPADS will store the historical data for an LEA based on dates
    provided in the submission file.
   Replacement Processing - Records are submitted and processed in groups based on the
    operational key. The submitted data are processed as a group defined by the operational key and
    "replace" the data in CALPADS with the same operational key. Existing data are deleted and
    replaced with the new data.
Each one of the CALPADS record types is associated with one of the processing methods identified
above. In addition to the processing method, an operational key is identified for each record type. The
operational key for each record type is essential for identifying a record in CALPADS. For the
purposes of the CALPADS processing methods, the current Academic Year ID or Academic School
Year is based on the processing date. The table below depicts the processing type and operational
key for the various CALPADS record types.
                                   Table 1-1: Record Type and Pre-processing

      #      Record Type             Processing Type               Operational Key

      1      SSID Enrollment         Transaction Processing        SSID, School of Attendance,
                                                                   Student School Start Date

      2      Student Information     Effective Date Processing     SSID

      3      Student Program         Transaction Processing        School of Attendance, SSID,
                                                                   Education Program Code,
                                                                   Education Program Membership
                                                                   Start Date, Education Service
                                                                   Academic Year, Education Service
                                                                   Code

      4      Student Discipline      Replacement by School Year    School of Attendance, Academic
                                     and School                    Year ID

      5      Student Health          Effective Date Processing     SSID, Immunization Health
                                                                   Screening Code, Immunization
                                                                   Health Screening Code Sequence

CALPADS File Specifications v2.0                                                                    3
11/10/2010
                                                                                             1. Introduction



     #       Record Type              Processing Type               Operational Key

     6       Student Waivers          Replacement by School Year    School of Attendance, Academic
                                      and School                    Year ID

     7       Staff Demographics       Effective Date Processing     Reporting LEA, SEID

     8       Staff Assignment         Replacement by School Year    School of Assignment, Academic
                                      and School                    Year ID

     9       Course Section           Replacement by School Year,   School of Course Delivery,
                                      School, and Term              Academic Year ID, Academic Term
                                                                    Code

    10       Student Course Section   Replacement by School Year,   School of Course Delivery,
                                      School, and Term              Academic Year ID, Academic Term
                                                                    Code



Each processing method is further described in the sections below.

1.3.1 Transaction Processing
Transaction processing method is used for Student Enrollment and Student Program file format
submissions. There are three valid transaction types:
   Add/Update - This is the default transaction type. This transaction type requires a null value or an
    „A‟ be submitted in the transaction type code field. Records with this transaction are processed
    one at a time. The system uses the operational key of each record. If the operational key already
    exists in the Operational Data Store (ODS) then the non-key values for the existing record are
    updated using the new record. If the record does not exist, then a new record is inserted.
   Delete - This transaction type requires a „D‟ be submitted in the transaction type code field.
    Records with this transaction are processed one at a time. The system uses the operational key of
    each record. If the operational key is found in the ODS then this record is deleted. If it is not found
    then a fatal error for the record is generated and the file processing continues.
   Replace - This transaction type requires an „R‟ be submitted in the transaction type code field.
    This transaction type indicates that the record(s) in the input file replace all existing ODS records
    where the operational key matches and the existing records start and end dates are within the
    current academic year. This transaction type cannot be used to replace records in prior academic
    years. This transaction is helpful when the start date of a record is frequently changing in the
    current academic school year. Records with this transaction are processed one at a time or as a
    set of replacement transactions. A single “R” transaction will replace all existing records for the
    current academic school year in the ODS based on the operational key associated with the file
    type (SENR or SPRG) submitted. Multiple 'R' transactions for the current academic school year,
    School and Student are treated as a single transaction “set” where the subsequent 'R' transactions
    for the same academic school year, School and Student are treated as “Add” records.




CALPADS File Specifications v2.0                                                                     4
11/10/2010
                                                                                           1. Introduction


1.3.1.1 Transaction Processing Scenarios
The following three scenarios provide examples of how each of the transaction types will be
processed in CALPADS.
Scenario 1 – Add/Update
In Scenario 1, an LEA enrolls a student, and then later the student transfers to another school in the
district.
1. Student “AAAAAAAAAA” is enrolled at School “2222222” with an Enrollment start date of 7/1/08
   and No Withdraw Date. The School/LEA submits an SSID Enrollment record with the following
   information:

    Transaction Type Code:                   <Blank>
    Reporting LEA:                           1111111
    School of Attendance:                    2222222
    Academic Year ID:                         2008-2009
    SSID:                                    AAAAAAAAAA
    Student School Start Date:               7/1/08
    Student School Exit Date:                <blank>

    (Note: Not all required fields are listed for SSID Enrollment. Only those necessary to explain the
    scenario)
The system creates the following enrollment record.


 Academic           Reporting      School of                  Student School    Student School
 Year ID            LEA            Attendance    SSID         Start Date        Exit Date

 2008-2009          1111111        2222222       AAAAAAAAA    7/1/08



2. Student “AAAAAAAAAA” withdraws from school 2222222 on January 15, 2009 with the
   anticipation of going to a new school. The original School/LEA submits a new record with the
   withdraw information. The school must submit a record using the same information as the original
   record including the Student School Start Date. The School/LEA submits a record with the
   following information:

    Transaction Type Code:                   <Blank>
    Reporting LEA:                           1111111
    School of Attendance:                    2222222
    Academic Year ID:                        2008-2009
    SSID:                                    AAAAAAAAAA
    Student School Start Date:               7/1/2008
    Student School Exit Date:                1/15/2009

The system updates the existing enrollment record as follows:




CALPADS File Specifications v2.0                                                                  5
11/10/2010
                                                                                              1. Introduction



 Academic           Reporting      School of                     Student School   Student School
 Year ID            LEA            Attendance   SSID             Start Date       Exit Date

 2008-09            1111111        2222222      AAAAAAAAA        7/1/08           1/15/2009



3. Student “AAAAAAAAA” enrolls in a school 33333333 at LEA 1111111 on January 16, 2009. The
   new school submits a new enrollment. The user submits a record with the following information:

    Transaction Type Code:                <Blank>
    Reporting LEA:                        1111111
    School of Attendance:                 3333333
    Academic Year ID:                     2008-2009
    SSID:                                 AAAAAAAAAA
    Student School Start Date:            1/16/2009
    Student School Exit Date:             <Blank>

The Enrollment table contains the following records after processing.


 Academic           Reporting      School of                     Student School   Student School
 Year ID            LEA            Attendance   SSID             Start Date       Exit Date

 2008-09            1111111        2222222      AAAAAAAAA        7/1/08           1/15/2009

 2008-09            1111111        3333333      AAAAAAAAA        1/16/2009


(Note: To change an operational key of a record such as Student School Start Date, a delete
transaction must be submitted with the existing value of the operational key along with an add/update
transaction containing the new operational key value.)


Scenario 2 – Delete
In this Scenario School 2222222 realizes that student “AAAAAAAAAA” was never enrolled at their
school. They had the wrong student so they want to delete the enrollment. The school submits an
SSID record with the following information:
    Transaction Type Code:                D
    Reporting LEA:                        1111111
    School of Attendance:                 2222222
    Academic Year ID:                     2008-2009
    SSID:                                 AAAAAAAAAA
    Student School Start Date:            7/1/2008
    Student School Exit Date:             <Blank> or 1/15/2009
The system finds the record based on the SSID, school and Student School Start Date and deletes
the matching record. Any other records for the student are not affected.


CALPADS File Specifications v2.0                                                                     6
11/10/2010
                                                                                          1. Introduction


The Enrollment table contains the following records after processing.

 Academic           Reporting      School of                 Student School   Student School
 Year ID            LEA            Attendance   SSID         Start Date       Exit Date

 2008-09            1111111        2222222      AAAAAAAAA    7/1/2008         1/15/2009

 2008-09            1111111        3333333      AAAAAAAAA    1/16/2009


Delete Constraints: In order to delete a record the School, LEA, SSID, and Student School Start date
must be provided. Other fields can be left blank. If they are not blank they must match the existing
record
Scenario 3 – Replace
This scenario indicates how to replace existing records. For the purposes of this scenario, assume the
following enrollment records exist for student “AAAAAAAAAA”.

 Academic           Reporting      School of                 Student School   Student School
 Year ID            LEA            Attendance   SSID         Start Date       Exit Date

 2008-09            1111111        2222222      AAAAAAAAA    7/1/2008         10/1/2008

 2008-09            1111111        2222222      AAAAAAAAA    1/2/2009         3/1/2009

 2008-09            1111111        2222222      AAAAAAAAA    5/1/2009


School 2222222 determines that all of the enrollment records for Student “AAAAAAAAAA” were
incorrect and they want to replace them. However, the user does not want to have to delete all of the
existing records and then add new records. The LEA wants the enrollment to contain the following
records:

 Academic           Reporting      School of                 Student School   Student School
 Year ID            LEA            Attendance   SSID         Start Date       Exit Date

 2008-09            1111111        2222222      AAAAAAAAA    10/1/2008        3/1/2009

 2008-09            1111111        2222222      AAAAAAAAA    5/1/2009


In this case the LEA would submit the following 2 records:
    Record 1:
    Transaction Type Code:                R
    Reporting LEA:                        1111111
    School of Attendance:                 2222222
    Academic Year ID:                     2008-2009
    SSID:                                 AAAAAAAAAA
    Student School Start Date:            10/1/2008
CALPADS File Specifications v2.0                                                                 7
11/10/2010
                                                                                           1. Introduction


    Student School Exit Date:         3/1/2009

    Record 2:
    Transaction Type Code:            <Blank>
    Reporting LEA:                    1111111
    School of Attendance:             2222222
    Academic Year ID:                 2008-2009
    SSID:                             AAAAAAAAAA
    Student School Start Date:        5/1/2009
    Student School Exit Date:

    Note: Record 2 above can also be submitted with a Transaction Type Code = “R”. Multiple “R”
    transactions for the same Academic school year, School and Student are treated as a single
    transaction “set” where the subsequent 'R' transactions for the same Academic school year,
    School and Student are treated as “Add” records.
Constraints on using the Replace Transaction Type:
1. The Replace transaction type only works for enrollment records where the Student School Start
    Date is within the current academic year.
2. The Replace transaction type only works for student program records where the Education
    Program Membership Start Date is within the current academic year.
3. The Replace Transaction works at the Student, School level only. Each school that needs to be
    replaced must be explicitly referenced.

1.3.2 Effective Date Processing
Effective Date processing is used for Student Information, Student Health, and Staff Demographics
file format submissions. There are two valid transaction types:
   Add/Update - This is the default transaction type. This transaction type requires a null value or an
    „A‟ be submitted in the transaction type code field. Records with this transaction type are
    processed one at a time. The system uses the operational key of each record. If the operational
    key already exists in the Operational Data Store (ODS), the system inserts the new record and
    adjusts the effective start and/or end date of existing adjacent records based on the values of the
    effective start and end date of the new records. If the record does not exist, then a new record is
    inserted.
   Delete - This transaction type requires a „D‟ be submitted in the transaction type code field.
    Records with this transaction type are processed one at a time. The system uses the operational
    key of each record to locate the requested record. The Delete transaction requires the effective
    start date and the effective end date to match the existing ODS record to successfully delete a
    record in the ODS. If the operational key is found in the ODS and the submitted effective end date
    matches the existing record, then the record is deleted. If the record is not found or the effective
    end date does not match the existing record, then a fatal error for the record is generated and the
    file processing continues.
Effective Date processing enables CALPADS to record changes in the LEA reported data over time.
To enable current information reporting as well as support historical corrects, the Effective Data
processing structure was designed to support the wide range of potential time-based data changes
submitted by the LEAs to CALPADS. New data submissions will be recorded based on the Effective


CALPADS File Specifications v2.0                                                                  8
11/10/2010
                                                                                                   1. Introduction


Start Date of the record submitted. The data contained within the record submission will be
considered “effective” between the Effective Start Date and the Effective End Date of the record.
CALPADS will determine the correct insertion point for the submitted record based on the Effective
Start Date and Effective End Date (optional) provided by the LEA.
For most update submissions, the LEA record submission will only need to populate the Effective
Start Date of the record leaving the Effective End Data blank. The Effective Start Date indicates the
first date CALPADS can consider the LEA record to be effective for CALPADS processing and
reporting. The system will inspect the ODS using the operational key and compare it the record
provided. In addition, a user can delete records by using the Delete transaction type and a
combination of Effective Start and Effective End Dates.
LEAs may use effective date processing to correct historical data in CALPADS. To do this, the LEA
must submit “replacement records” for the data to be corrected in the ODS. To avoid deleting other
historical data in the ODS, the LEA should include an effective start date and an effective end date for
the replacement records. CALPADS will inspect the ODS using the operational key for each record
and using the replacement records‟ effective start and end dates, replace the data between the
provided dates in the ODS.
NOTE: CALPADS requires the latest effective date record to be an open ended record (no effective
end date). If a record submission results in a “closed” effective date record (record contains an
effective end date) as the latest record in the ODS, CALPADS will create an open ended effective
date record as follows:
        New record contains the same information as the latest “closed” effective date record (copies
         all field values)
        New record has an effective start date one day after the effective end date of the latest
         “closed” effective date record
        New record has a “null” effective end date
NOTE: CALPADS will not permit a delete transaction on the last effective date record in the ODS
(defined by the operational key). The system will return an error message on the transaction.
The following section provides effective date processing scenarios illustrating the ODS results after
submitting new records and historical update data to CALPADS.
1.3.2.1 Effective Data Processing Scenarios
The following six scenarios provide examples of CALPADS effective date processing. The scenarios
use the diagram legend below to illustrate the existing ODS records and the resulting set of ODS
records following a data submission transaction.
Diagram legend

                       Existing record (red                             New record submission
                       or blue)                                         (black)

                       Nodes indicate effective start and/or end date provided in transaction or
                       calculated by CALPADS

                       Arrow indicates no Effective End Date (open) exists for the record




CALPADS File Specifications v2.0                                                                          9
11/10/2010
                                                                                                           1. Introduction


Scenario 1 - Insert new record
A new record containing data set D is submitted with an effective start date of 1/1/2011 and no
effective end date. CALPADS calculates an effective end date for the existing record (data set C) as
one day before the effective start date of the new record. The new record is inserted using the
provided effective start date. The following Scenario 1 is depicted in Figure 1-1 below.


                                                  Figure 1-1: Scenario 1

 Existing effective date                 A                    B                          C
 records

                           10/1/2009   1/1/2010    4/1/2010       7/1/2010   10/1/2010   1/1/2011   4/1/2011


 New record added
 with an Effective Start                 A                    B                 C                   D
 Date and no Effective
 End Date
                           10/1/2009   1/1/2010    4/1/2010       7/1/2010   10/1/2010   1/1/2011   4/1/2011




Sample Data Set “D” record submission

    Transaction Type Code:                   <Blank>
    Effective Start Date:                    1/1/2011
    Effective End Date:                      <Blank>
    Reporting LEA:                           1111111
    School of Attendance:                    2222222
    Academic Year ID:                         2010-2011
    SSID:                                    AAAAAAAAAA
    Residential Address Line 1:              577 Faculty Dr.

Scenario 2 - Replace records
A new record containing data set E is submitted with an effective start date of 7/2/2010 and no
effective end date. CALPADS calculates an effective end date for the existing record (containing data
set B) as one day before the effective start date of the new record. The new record is inserted using
the provided effective start date replacing the two records containing data sets C and D. Scenario 2 is
depicted in Figure 1-2 below.




CALPADS File Specifications v2.0                                                                                 10
11/10/2010
                                                                                                           1. Introduction


                                                  Figure 1-2: Scenario 2

 Existing effective date
 records
                                         A                    B                 C                   D

                           10/1/2009   1/1/2010    4/1/2010       7/1/2010   10/1/2010   1/1/2011   4/1/2011

 New replacement
 record added with an                    A                    B                          E
 Effective Start Date
 and no Effective End
 Date                      10/1/2009   1/1/2010    4/1/2010       7/1/2010   10/1/2010   1/1/2011   4/1/2011




Sample Data Set “E” record submission

    Transaction Type Code:                   <Blank>
    Effective Start Date:                    7/2/2010
    Effective End Date:                      <Blank>
    Reporting LEA:                           1111111
    School of Attendance:                    2222222
    Academic Year ID:                         2010-2011
    SSID:                                    AAAAAAAAAA
    Residential Address Line 1:              577 Faculty Dr.
NOTE: This example transaction replaced the two existing historical record data sets (C and D) with
different information. The Effective Date processing file types can permanently delete historical
information if the Effective Start Date is submitted which “overwrites” the historical information. The
flexibility of this transaction type enables longitudinal tracking of information changes as well as
updating specific historical data


Scenario 3 - Insert historical change (1)
The existing record with data set C in the ODS has an effective start date of 7/2/10 and no effective
end date. The LEA submits a new record with the same effective start date of 7/2/10 and an effective
end date of 10/1/10. The new record containing data set D is a historical update submission with an
effective end date less than the effective end date (no effective end date - open) of the existing record
containing data set C. Upon posting, CALPADS creates a record in the ODS with the effective start
and end dates of the new record (data set D) and changes the effective start date of the existing
record (data set C) to one day after the effective end date of the new record as depicted in Figure 1-3
below.




CALPADS File Specifications v2.0                                                                                 11
11/10/2010
                                                                                                           1. Introduction


                                                  Figure 1-3: Scenario 3


 Existing effective date                 A                    B                          C
 records

                           10/1/2009   1/1/2010    4/1/2010       7/1/2010   10/1/2010   1/1/2011   4/1/2011

 New historical record
 inserted with an
                                         A                    B              D                C
 Effective Start Date
 and an Effective End
 Date                      10/1/2009   1/1/2010    4/1/2010       7/1/2010   10/1/2010   1/1/2011   4/1/2011




Sample Data Set “D” record submission
    Transaction Type Code:                   <Blank>
    Effective Start Date:                    7/2/2010
    Effective End Date:                      10/1/2010
    Reporting LEA:                           1111111
    School of Attendance:                    2222222
    Academic Year ID:                         2010-2011
    SSID:                                    AAAAAAAAAA
    Residential Address Line 1:              777 Faculty Dr.

Scenario 4 - Insert historical change (2)
A historical data submission is inserted between the effective start date and effective end date of the
existing record containing data set B. This existing record has an effective start date of 4/1/2010 no
effective end date (open). The record containing data set C is submitted with an effective start date of
7/2/2010 and an effective end date of 10/1/2010. CALPADS updates the end date of the existing
record to one day prior to the effective start date of the new record submission. CALPADS inserts a
record containing data set C in the ODS with the effective start and end dates of the new record
submission. In addition, CALPADS creates a third record in the ODS with an effective start date of
10/2/2010 one day after the new record's effective end date. CALPADS duplicates the original record
containing data set B and assigns an effective end date to be the same as the original existing record
containing data set B. In this case, this record has no effective end date. There are now two records in
the ODS containing data sets B and a new record containing data set C. Scenario 4 is depicted in
Figure 1-4.




CALPADS File Specifications v2.0                                                                                 12
11/10/2010
                                                                                                           1. Introduction


                                                  Figure 1-4: Scenario 4


 Existing effective date                 A                                       B
 records

                           10/1/2009   1/1/2010    4/1/2010       7/1/2010   10/1/2010   1/1/2011   4/1/2011

 New historical record
 inserted with an
                                         A                    B              C                B
 Effective Start Date
 and an Effective End
 Date                      10/1/2009   1/1/2010    4/1/2010       7/1/2010   10/1/2010   1/1/2011   4/1/2011




Sample Data Set “C” record submission


    Transaction Type Code:                   <Blank>
    Effective Start Date:                    7/1/2010
    Effective End Date:                      10/1/2010
    Reporting LEA:                           1111111
    School of Attendance:                    2222222
    Academic Year ID:                         2010-2011
    SSID:                                    AAAAAAAAAA
    Residential Address Line 1:              777 Faculty Dr.

Scenario 5 - Delete specific historical records
The user submits a delete transaction with an effective start date of 10/1/2009 and an effective end
date of 4/1/2010. CALPADS deletes the single record matching the effective start date and effective
end date (record data set A). Record data set B remains. Scenario 5 is depicted in Figure 1-5 below.




CALPADS File Specifications v2.0                                                                                 13
11/10/2010
                                                                                                         1. Introduction


                                                  Figure 1-5: Scenario 5

 Existing effective date                 A                                     B
 records

                           10/1/2009   1/1/2010    4/1/2010   7/1/2010     10/1/2010   1/1/2011   4/1/2011


 Delete transaction
 with an effective start               Delete
 date and an effective
 end date
                           10/1/2009   1/1/2010    4/1/2010   7/1/2010     10/1/2010   1/1/2011   4/1/2011



 Resulting record after                                                         B
 delete transaction
                           10/1/2009   1/1/2010    4/1/2010   7/1/2010     10/1/2010   1/1/2011   4/1/2011




    Transaction Type Code:                   D
    Effective Start Date:                    10/1/2009
    Effective End Date:                      4/1/2010
    Reporting LEA:                           1111111
    School of Attendance:                    2222222
    Academic Year ID:                         2009-2010
    SSID:                                    AAAAAAAAAA
    Residential Address Line 1:              123 Main St. or <Blank>


Scenario 6 - Delete the most current record
The user submits a delete transaction record with an effective start date which matches the existing
ODS record and no effective end date also matching the existing ODS record. This transaction will
delete the most current record in the ODS. In this example, the user submits a delete transaction with
an effective start date of 4/1/2010 and no effective end date. CALPADS deletes the record containing
data set B and updates latest remaining effective date record (data set A) by “clearing” the effective
end date. Scenario 6 is depicted in Figure 1-6 below




CALPADS File Specifications v2.0                                                                               14
11/10/2010
                                                                                                            1. Introduction


                                                     Figure 1-6: Scenario 6

    Existing effective date
                                            A                                     B
    records

                              10/1/2009   1/1/2010    4/1/2010   7/1/2010     10/1/2010   1/1/2011   4/1/2011


    Delete transaction
    with an effective start                                                    Delete
    date and NO effective
    end date
                              10/1/2009   1/1/2010    4/1/2010   7/1/2010     10/1/2010   1/1/2011   4/1/2011


    Latest record deleted
    (data set B) and a
    new open effective
                                             A                                   A
    date record is created
    with data set A‟s         10/1/2009   1/1/2010    4/1/2010   7/1/2010     10/1/2010   1/1/2011   4/1/2011
    content.


       Transaction Type Code:                    D
       Effective Start Date:                     4/1/2010
       Effective End Date:                       <Blank>
       Reporting LEA:                            1111111
       School of Attendance:                     2222222
       Academic Year ID:                          2009-2010
       SSID:                                     AAAAAAAAAA
       Residential Address Line 1:               123 Main St. or <Blank>


1.3.3 Replacement Processing
Replacement processing is used for Student Discipline, Student Waivers, Staff Assignment, Course
Section, and Student Course Section file format submissions. There are two valid transaction types:
      Replace – This is the default transaction type. This transaction type requires a null value or an „R‟
       be submitted in the transaction type code field. This transaction type indicates that the records in
       the input file replace all existing records for the same Academic school year in the ODS.
      Delete - This transaction type requires a „D‟ be submitted in the transaction type code field.
       Records with this transaction are processed one at a time. The system uses the operational key of
       each record. If the operational key is found in the ODS, then the record or records are deleted. If it
       is not found then a warning message is generated and file processing continues.
Replacement processing is used for those record types where LEAs typically work with all of the data
for a given school and period as one data set. When using these transactions all of the existing data
in the ODS for a specific school and period (e.g., School Year or School Year and Term) are replaced
with new data provided.
1.3.3.1 Replacement Processing Scenarios
The following two scenarios provide examples of how each of the replacement transaction types will
be processed in CALPADS.

CALPADS File Specifications v2.0                                                                                  15
11/10/2010
                                                                                         1. Introduction


Scenario 1 - Replace
In this scenario a user wants to replace the existing Student Course Section records for School
222222 in LEA 1111111 for Academic Year „2008-2009‟ for the FY term.
A. Within CALPADS the following the student information record exists:

  Academic Year                                           School of          CRS-State Course
  ID                    Academic Term   Reporting LEA     Attendance         Code

  2008-2009             FY              1111111           2222222            2100

  2008-2009             FY              1111111           2222222            2507

  2008-2009             Q1              1111111           3333333            2600

  2008-2009             Q1              1111111           3333333            2875

  2008-2009             FY              1111111           3333333            5578

  2008-2009             FY              1111111           3333333            6098



B. School 2222222 determines that the course section information in CALPADS is incorrect. The
   School/LEA submits the correct records with the following information:
The user submits a set of records with the following fields:
    Transaction Type Code: <Blank>
    Reporting LEA:        1111111
    School of Attendance: 2222222
    Academic Year ID:     2008-2009
    Term:                 FY
The system will then delete all of the Student Course section data for Academic Year 2008-2009,
School 2222222, and Term FY and then insert the new data provided.
The table contains the following records after processing:




CALPADS File Specifications v2.0                                                               16
11/10/2010
                                                                                        1. Introduction



  Academic Year                                           School of         CRS-State Course
  ID                    Academic Term   Reporting LEA     Attendance        Code

  2008-2009             FY              1111111           2222222           5570

  2008-2009             FY              1111111           2222222           4613

  2008-2009             FY              1111111           2222222           2507

  2008-2009             Q1              1111111           3333333           2600

  2008-2009             Q1              1111111           3333333           2875

  2008-2009             FY              1111111           3333333           5578

  2008-2009             FY              1111111           3333333           6098



Scenario 2 - Delete
In this scenario a user wants to delete the existing Student Course Section records for School 222222
in LEA 1111111 for Academic Year „2008-2009‟ and Term FY.


A. Within CALPADS the following the student information record exists:

  Academic Year                                           School of         CRS-State Course
  ID                    Academic Term   Reporting LEA     Attendance        Code

  2008-2009             FY              1111111           2222222           2100

  2008-2009             FY              1111111           2222222           2507

  2008-2009             Q1              1111111           3333333           2600

  2008-2009             Q1              1111111           3333333           2875

  2008-2009             FY              1111111           3333333           5578

  2008-2009             FY              1111111           3333333           6098



B. School 2222222 determines that the course section information in CALPADS is incorrect and
   wants to delete the records from CALPADS instead of replacing the records. The School/LEA
   submits the correct records with the following information:


The user submits a set of records with the following fields:
    Transaction Type Code: D
    Reporting LEA:        1111111
CALPADS File Specifications v2.0                                                              17
11/10/2010
                                                                                            1. Introduction


    School of Attendance: 2222222
    Academic Year ID:     2008-2009
    Term:                 FY

The system will then delete all of the Student Course section data for School 2222222, Academic
Year 2008-2009 and Term FY.
The table contains the following records after processing:

  Academic Year                                           School of            CRS-State Course
  ID                    Academic Term   Reporting LEA     Attendance           Code

  2008-2009             Q1              1111111           3333333              2600

  2008-2009             Q1              1111111           3333333              2875

  2008-2009             FY              1111111           3333333              5578

  2008-2009             FY              1111111           3333333              6098



NOTE: This example is not likely to frequently occur.


Please note in both scenarios referential integrity is still enforced. In this particular example if new
courses sections were being introduced into the system, then the user would need to also submit the
Student Course Section Records.

1.4      SSID Enrollment Management
The CALPADS environment provides for the assignment and maintenance of statewide SSID
enrollment information. The SSID assignment and maintenance process is an ongoing data
submission process used to establish CALPADS enrollment records in the CALPADS ODS.
CALPADS enrollment records must be established (SSID assigned to an LEA‟s student record) prior
to submitting data for any of the student data submission windows described in this document. The
SSID Enrollment file format supports the assignment of new or existing SSIDs in CALPADS. In
addition, the SSID Enrollment file format supports the maintenance of the SSID enrollment records in
CALPADS.
LEAs are responsible for assigning and maintaining student SSID enrollment and exit information in
CALPADS. LEAs must submit ongoing SSID enrollment updates to maintain up-to-date student
information in the CALPADS ODS. All California public LEAs must submit up-to-date enrollment and
exit information to CALPADS to account for all students, reduce the number of SSID anomalies, and
ensure high-quality data. The SSID Enrollment file format defined in this document is used for all
student enrollment changes. This includes new student enrollments (e.g., acquiring a SSID), changes
to student enrollment (e.g., enrollment status change), and exiting a student from the LEA. In addition
to the student enrollment information, the LEA will utilize the Student Information file format to update
student demographic information, address related information, grade, English Language (EL) status,
immigrant status, and CTE status. The Student Information should be updated as needed (i.e., when
information changes in the local system) to reflect the current student demographic and status

CALPADS File Specifications v2.0                                                                  18
11/10/2010
                                                                                          1. Introduction


information in the CALPADS ODS. These file formats are described in further detail later in this
document.
The CDE has developed a series of CALPADS Procedure documents that provide definitions,
guidelines, and associated business rules for the ongoing SSID enrollment data submission process.
The CALPADS SSID and Enrollment Procedures are available on the CALPADS web site under
System Documentation at http://www.cde.ca.gov/ds/sp/cl/systemdocs.asp.

1.5      Data Submissions
CALPADS is designed to encourage Local Educational Agencies (LEAs) to submit data throughout
the academic year to provide up-to-date information in the ODS. Keeping information up-to-date in the
CALPADS ODS enables all LEAs to have access to current information on students transferring to
their district. In addition, at specific times during the academic year, CALPADS will harvest data from
the ODS to support state and federal reporting needs.
The file formats identified in this document support the CALPADS data collection process, which
includes ongoing data submissions at any point in time as well as the submission of data at
designated points during the school year to certify State Reporting snapshots.

1.5.1 Ongoing
As previously stated, LEAs are encouraged to submit data throughout the academic year to provide
up-to-date information in the ODS. The ongoing SSID Enrollment update is critical to facilitating the
accuracy of the SSID assignments across the state. The ongoing maintenance of SSID Enrollment:
   Captures and records student movement between California schools at any given time throughout
    the school year, and
   Enables LEAs to make corrections and updates to a student's enrollment history, current
    enrollment status, and program participation.
In addition to the SSID Enrollment, the Student Information file format information should be submitted
following a new SSID Enrollment submission and as needed to update the CALPADS ODS with all
relevant student information changes. All other data may be submitted on a periodic basis to provide
updated information to the CALPADS ODS.

1.5.2 Certification Submissions
The California Department of Education (CDE) has identified the following CALPADS data collections
to support state and federal reporting needs for the Fall, the Spring, and at the end of the academic
year:
   Fall 1 - Annual Enrollment Update/Title III Eligible Immigrants
   Fall 2 – Course Enrollment/Staff Assignments/English Learner (EL) Services
   Spring 1 – English Learners Acquisition Status/Title III Eligible Immigrants
   End of Year 1 - Course Completion/Career Technical Education (CTE)
   End of Year 2 - Program Participation
   End of Year 3 – Discipline/Truancy
   End of Year 4 - Waivers


CALPADS File Specifications v2.0                                                                19
11/10/2010
                                                                                                                                1. Introduction


 CALPADS will set the timeframe for each data collection to ensure that the data is consistent across
 all LEAs. The timeframe will establish the start date and end date for the window of time that data are
 collected from the ODS (i.e., Snapshot Collection Window) as well as the window of time that
 amendments can be made to the collected data (i.e., Amendment Window).
 Data will be collected using the file formats defined in this document to support the specified data
 collections throughout the year.
 Each snapshot collection window will require the LEA submission of one or more of the file formats
 specified in this document. For example, the Annual Enrollment Update data collection that occurs in
 the fall will require the submission of the following file formats:
      SSID Enrollment
      Student Information
      Student Program
 Figure 1-8 below identifies the file formats required for submission during each snapshot collection
 window.
               Figure 1-7: CALPADS Data Collection Periods, Windows, and Required File Formats

                                              Fall                  Spring                                End of Year

                                                                  1-English
                                1-Annual          2-Course        Language         1- Course
                               Enrollment        Enrollment/     Acquisition      Completion/
                              Update/ Title         Staff          / Title III       Career                                3-
                               III Eligible      Assignment/       Eligible        Technical         2 -Program        Discipline/      4-
File                          Immigrants         EL Services     Immigrants        Education        Participation       Truancy       Waivers
SSID/Enrollment                    R(1)               U                U                U                 U                 U               U
                                     (2)
Student Information                R                  U                R                U                 U                 U               U
                                     (3)
Student Program                    R                  U                U                U                 R
Student Health (4)
Course Section                                        R                                 R
Student Course Section                                R                                 R
Staff Demographics                                    R                                 U
Staff Assignments                                     R
Student Waivers                                                                                                                             R
Student Discipline                                                                                                          R
 R=Required submission for the specified data collection
 U=Updated data submitted if data in CALPADS is not current
 (1) Include all SSID enrollment records for students actively enrolled as of Fall Census Day, the first Wednesday of October that have not
 previously been reported
 Include all SSID enrollment records for students (including any Graduates, Dropouts, and withdrawals) that have not been previously
 reported
  (2) Include all Student Information records for the current academic year with an effective start date between July 1 and Fall Census day for
 students actively enrolled and receiving instruction/services as of Fall Census Day, the first Wednesday of October.
 (3) Student eligibility for Title I Part C Migrant, Gifted and Talented Education, and student participation in Special Education must be up to
 date for the Fall 1 submission. If there are no changes to student eligibility for or participation in these programs no updates need be
 provided. Eligibility for National School Lunch Program, however, must be submitted each year.
 (4) Submission of the data to CALPADS is optional




 CALPADS File Specifications v2.0                                                                                                      20
 11/10/2010
                                                                    2. Certification Submission Requirements



2. Certification Submission Requirements
CALPADS is designed to encourage Local Educational Agencies (LEAs) to submit data throughout
the academic year to provide up-to-date information in the Operational Data Store (ODS). In addition,
at specific times during the academic year, CALPADS will harvest data from the ODS to support state
and federal reporting needs.
CALPADS will set the timeframe for each data collection to ensure that the data is consistent across
all LEAs. The timeframe will establish the start date and end date for the window of time that data are
collected from the ODS (i.e., Snapshot Collection Window) as well as the window of time that
amendments can be made to the collected data (i.e., Amendment Window).
The data collected will be a snapshot of the data in the ODS. Once validated by CALPADS and
certified by each LEA, the snapshot will be frozen along with derived data as an historical point of
reference that can be used for analysis.
The purpose of this section is to describe the purpose and data selection logic for each state reporting
data collection and snapshot.
The following define the population of students from which each collection selects:
 All K-12 students who have been assigned a Statewide Student Identifier (SSID), including any
  infant, preschool, and adult education students
 Students with traditional enrollment under a traditional district structure
 Students with non-traditional types of enrollment, reported under the Educational Service
  Institution‟s (ESI) school codes to identify their school of enrollment:
   o    Students receiving their core instruction in a district program not located at a school with an
        assigned school code:
         -    Reporting Rule – A district level school should have a school code. The district should
              request a new school code for a district level school. These students are then reported
              using the new school code.
   o    Students receiving their core instruction under the supervision of a County Office School or
        State Special School regardless of the physical location of the classroom:
         -    Reporting Rule - The County Office or State Special School is responsible for using their
              assigned school codes for reporting these students.
   o    Students receiving their core instruction at a district school with a school code, under the
        supervision of the district, brought together for educational needs (language instruction, special
        education, independent study, etc.):
         -    Reporting Rule - Students whose class environment is at a school site are reported under
              the school's code.
   o    Special Education students placed in a non-public non-sectarian school (NPS):
         -    Reporting Rule - NPS students are reported by their district of special education
              accountability. The LEA code of the reporting agency is used with a School code of
              0000001.
   o    Students who are in independent study courses including those who are also referred to as
        "home schooled" students

CALPADS File Specifications v2.0                                                                   21
11/10/2010
                                                                   2. Certification Submission Requirements


         -    Reporting Rule – The school code of the school responsible for instruction is used to
              reports these students.

Figure 2-1 below provides a list of the school categories in California and indicates whether the school
is expected to participate in each of the CALPADS data submissions. The abbreviations represent the
data type requirements for each submission, as indicated below:
 Fall 1 – Annual Enrollment Update/Title III Eligible Immigrants:
   o    Enrollment (Enrol)
   o    Programs for Student Subgroups of Title I Part C Migrant Eligible, Special Education Eligible,
        Free and Reduced Price Meal Eligible, and Gifted and Talented Eligible (Pgm)
   o    Title III Eligible Immigrant (Imm)
 Fall 2 – Course Enrollment / Staff Assignments / English Learner Services:
   o    Course Enrollment (Crs)
   o    English Learner Services (EL)
   o    Staff Demographics and Staff Assignments (Staff)
 Spring 1: English Language Acquisition Status / Title III Eligible Immigrants
   o    English Language Acquisition Status (ELAS)
   o    Title III Eligible Immigrant (Imm)
 End of Year 1: Course Completion / Career Technical Education
   o    Course Completion (Crs)
   o    Staff Demographics (Staff)
 End of Year 2: Program Participation
   o    Program Participants (Pgm)
 End of Year 3: Discipline / Truancy
   o    Discipline and Truancy (Disc)
 End of Year 4: Waivers
   o    Waivers (Waiv)




CALPADS File Specifications v2.0                                                                  22
11/10/2010
                                                                                                       2. Certification Submission Requirements


                                  Figure 2-1: Expected Schools for Each Data Submission
                   Participants                           Fall 1(5)               Fall 2       Spring 1(5)       EOY 1     EOY 2 EOY 3 EOY 4
                                                Enrol Pgm Imm Crs Staff EL Imm                          EL Crs Staff       Pgm   Disc   Waiv
Sector
Public                                           Y            Y         Y     Y     Y      Y     Y       Y    Y        Y    Y     Y      Y
Non-Public Private                               N            N        N      N     N      N     N       N   N         N    N     N      N
                                                    (3)          (3)
Non-Public Nonsectarian                         Y            Y         N      N     N      N     N       N   N         N    N     N      N
School Instructional Level
Pre-Kindergarten                                Y(4)          N        Y(4)   N     N      N    Y(4)     N   N         N    N     N      N
Elementary                                       Y            Y         Y     Y     Y      Y     Y       Y   N         N    Y     Y      N
Intermediate/Mid/Jr.                             Y            Y         Y     Y     Y      Y     Y       Y   Y(1)      Y    Y     Y      N
High School                                      Y            Y         Y     Y     Y      Y     Y       Y    Y        Y    Y     Y      Y
                                                                                                                 (1)
K-12 School                                      Y            Y         Y     Y     Y      Y     Y       Y   Y         Y    Y     Y     Y(2)
Adult Education(7)                               N            N        N      N     N      N     N       N   N         N    N     N      N
Postsecondary                                    N            N        N      N     N      N     N       N   N         N    N     N      N
Ungraded                                         N            N        N      N     N      N     N       N   N         N    N     N      N
School Type
Traditional (non-educational options schools)    Y            Y         Y     Y     Y      Y     Y       Y    Y        Y    Y     Y     Y(2)
County Community                                 Y            Y         Y     Y     Y      Y     Y       Y   N         N    Y     Y     Y(2)
District Community Day                           Y            Y         Y     Y     Y      Y     Y       Y   N         N    Y     Y     Y(2)
Division of Juvenile Justice                     Y            Y         Y     Y     Y      Y     Y       Y   N         N    Y     N     Y(2)
Juvenile Court Schools                           Y            Y         Y     Y     Y      Y     Y       Y   N         N    Y     N     Y(2)
Continuation High Schools                        Y            Y         Y     Y     Y      Y     Y       Y   N         N    Y     Y     Y(2)
Opportunity                                      Y            Y         Y     Y     Y      Y     Y       Y   N         N    Y     Y     Y(2)
Alternative Schools of Choice                    Y            Y         Y     Y     Y      Y     Y       Y   N         N    Y     Y     Y(2)
State Special Schools                            Y            Y         Y     Y     Y      N     Y       N    Y        Y    Y     Y     Y(2)
Special Education                                Y            Y         Y     Y     Y      Y     Y       Y   Y(1)      Y    Y     Y     Y(2)
             (6)
ROP/ROC                                          N            N        N      N     N      N     N       N   N         N    N     N      N
(1)
      Students completing courses in grades 7-12 only
(2)
      Only schools with students in grades 10-12
(3)
      Submitted through the LEA of Special Education Accountability
(4)
      Optional submission
(5)
      Open and Closed schools are included
(6)
      ROC/Ps will not submit data directly to CALPADS. CALPADS will collect data on student ROC/P course enrollment and
      completion through the student's primary school course enrollment and completion submission.
(7)
      Adults enrolled in adult education centers intending to take CAHSEE assessment must obtain an SSID from their affiliated
      LEA.


2.1         Fall 1 - Annual Enrollment Update / Title III Eligible Immigrants
2.1.1 Description
The Fall 1 - Annual Enrollment Update/Title III Eligible Immigrants Data Submission has these
important functions:

CALPADS File Specifications v2.0                                                                                                               23
11/10/2010
                                                                    2. Certification Submission Requirements


 Provide an LEA enrollment count that includes every student whose school enrollment is active on
  Fall Census Day (i.e., first Wednesday in October) in the current academic year
 Provide an LEA enrollment count for specific subgroups represented in the statewide enrollment
  count, including students who are Title III Eligible Immigrants, Gifted and Talented Education
  Program eligible, Free or Reduced Price Meal Program eligible, Title I Part C Migrant eligible,
  Special Education Program eligible, Limited English Proficient, and Socio-economically
  Disadvantaged
 Provide an LEA count of students who graduated from LEA schools during the prior academic
  year, as well as other school completers
 Provide an LEA count of students exited as dropouts from the prior academic year
 Provide up-to-date LEA enrollment data for the current academic year (positive enrollment
  submission) in order to produce a more accurate Dropout Count through the identification of
  students exited as Dropouts who have re-enrolled and students exited as transfers who have not
  enrolled
 Confirm the completeness of ODS data by checking the current enrollment status of each student
  who was active during the period since the Fall Census Day in the prior academic year
 Capture student movement between California schools (i.e., each time a student exits or enters a
  school)
 Provide the opportunity for LEAs to make corrections to a student's enrollment history, current
  enrollment status, program participation status, and demographic data

2.1.2 Students Included
Fall 1 includes students enrolled on the current academic year Fall Census Day as well as students
who exited during the Reporting Period (i.e., the first day of the current year Dropout/Graduate
Reporting Cycle through the current year‟s Fall Census Day). (See the Glossary Section for a
definition of Dropout/Graduate Reporting Cycle.)
An example LEA extract for the Fall 1 data submission would contain all students with an open
enrollment at any time during the Report Period for whom data have not already been updated in the
ODS to reflect student status as of Fall Census Day for the current academic year. (See the Glossary
Section for a definition of Open Enrollment.)
Following are specifics about students to be included:
   All students enrolled as of Fall Census Day, the first Wednesday in October
   Graduates
   Dropouts
   Students who were reported to CALPADS on or after the prior year Fall Census Day, but who are
    not enrolled in the school as of Census Day, including No Shows (See Glossary Section for No
    Show)
The extract would contain information recorded in the local Student Information System (SIS) as of
Census Day.

2.1.3 Title III Eligible Immigrants Included
Under Title III of the No Child Left Behind (NCLB) Act, all local educational agencies (LEAs)
participating in Title III in California are required to submit an annual count of eligible immigrant
CALPADS File Specifications v2.0                                                                    24
11/10/2010
                                                                  2. Certification Submission Requirements


students by country of origin. Based on the total number of eligible immigrant students enrolled in
California, the CDE receives a formula grant from the U.S. Department of Education and is authorized
to allocate formula sub-grants to LEAs that experience a significant growth in their eligible immigrant
student populations.
Eligible immigrant students are defined in statute as pupils enrolled in kindergarten through grade
twelve who are foreign-born and have been enrolled in school in the United States for three full school
years or less. Also eligible are foreign-born (born outside of the United States and Puerto Rico)
students who enrolled more than three calendar years prior to the census date but, due to
documented enrollment gaps, have not accumulated three full school years of enrollment.
The count of Title III Eligible Immigrants occurs two times each school year. This procedure is
instituted to respond to LEAs that are impacted by significant enrollments of migrant students who
may be absent for part of the school year. For the Fall 1 count, include only foreign-born pupils who,
as of Census Day have been enrolled for less than 36 cumulative months since their initial enrollment
date in a United States school.

2.1.4 Schools Included
The schools to be included in the submission are listed in Figure 2-1.
A recently closed school (i.e., school that closed within the Report Period) is required to submit data
for students included in the Fall 1 submission.

2.2      Fall 2 - Course Enrollment / Staff Assignments / English Learner
         Services
2.2.1 Description
The Fall 2 Course Enrollment/Staff Assignments/EL Services Data Submission has these important
functions:
 Provide LEA class enrollment counts that include every student actively enrolled in the class on
  Census Day in the current academic year
 Identify the % of course sections being taught by NCLB Highly Qualified Teachers
 Identify the number of staff in the following job classifications: Teacher, Administrator, Pupil
  Services, Non-certificated Administrator Charter School Non-certificated Teacher, and Itinerant or
  Pull-out/Push In Teacher with a Statewide Educator Identifier (SEID).
 Report the count of ELs and instructional services provided for them (if any) and the count of
  teachers providing those services
Fall 2 does not rely on Fall 1 certified data for student enrollments. However, because the Report
Date (census day) is the same, the Fall 2 submission includes data associated with the same set of
students reported for Fall 1.

2.2.2 Students Included
Fall 2 includes students with primary, secondary, or short term enrollments who are active on the
current academic year Census Day in the following grade levels: KN, 01-12, UE, and US.




CALPADS File Specifications v2.0                                                                 25
11/10/2010
                                                                  2. Certification Submission Requirements


2.2.3 Course Section Data Included
Fall 2 includes only course sections that are occurring on Census Day or for school tracks that are not
in session on Census Day, the Fall 2 submission includes the course sections that begin no later than
30 calendar days after Census Day. The students enrolled on Census Day who are enrolled in these
post-Census Day track course sections are submitted. Courses taken between tracks (i.e., inter-
session) are not included. Note: Since CALPADS does not contain information on the timeframe in
which course sections are offered at a school, it is essential that only the course sections described
above are included in the data LEAs submit to CALPADS for the Fall 2 Snapshot.
Each course section record is uniquely identified by the Course Section ID, and SEID. The Course
Section ID is generated by the local educational agency and must be unique by Academic Year and
School of Course Delivery.
Following are general descriptions about the course sections to be included.
 Elementary Schools:
    o   Self-contained course sections are included for those students who have a multi-subject
        course, identified by state course code 1000.
    o   Course sections representing Pull-out/itinerant instruction are required when offered by the
        school, but a corresponding student course section record is not required.
 Middle Schools:
    o   Departmentalized course sections (including those using a “core strategy” – 2 subjects taught
        in a 2 period block) are to be included and identified by the appropriate state course code for
        each subject. Generally, multiple departmentalized classes are reported for each student. The
        following course or course sections should not be reported: lunch, free period, student aide,
        teacher assistant, study hall.
    o   Self-contained course sections are included for those students who have a multi-subject
        course, identified by state course code 1000. These students may also be included in a
        departmentalized course section.
    o   Course sections representing Pull-out/itinerant instruction are required when offered by the
        school, but a corresponding student course section record is not required.
 Secondary Schools:
    o   Departmentalized course sections are included and identified by the appropriate state course
        code. Generally, multiple departmentalized course sections are reported for each student. The
        following course or course sections should not be reported: lunch, free period, student aide,
        teacher assistant, study hall.
    o   Course sections representing Pull-out/itinerant instruction are required when offered by the
        school, but a corresponding student course section record is not required.
Each course section submitted requires two types of information; course section and student course
section, with the exception of Pull-out/itinerant instruction noted above. The combination of these
provides information on the following:
   Course Offering - Content, NCLB instructional level, CTE Tech Prep, UC/CSU Approval, etc.
   Course Delivery - Non-standard instructional level, education services for EL, language of
    instruction, instructional strategy, teacher‟s Highly Qualified Teacher (HQT) competency, etc.
   Course Enrollment - The number of students to whom specific courses are being delivered.
CALPADS File Specifications v2.0                                                                 26
11/10/2010
                                                                  2. Certification Submission Requirements


   Teacher Assigned - The unique Statewide Educator Identifier ID (SEID) of the teacher which
    enables the identification of the background and qualifications of the teacher. However, the
    following reporting exceptions exist where a valid SEID may not be available. Therefore, a SEID of
    “9999999999” should only be submitted in the following conditions:
    o   Charter School teacher teaching non-core classes as defined by the charter
    o   Course section taught by a teacher employed by a Regional Occupational Center
    o   Course section taught by a college professor
    o   SEID not yet provided by CCTC
   Number of Unique Classes - The total number of unique Class IDs. Class IDs allow multiple
    course sections to be counted as one class for class size analysis and enrollment reporting (See
    the Glossary Section for a definition of Class)

2.2.4 Staff Data Included
Staff data are collected on job classifications, non-classroom based/support assignments, degree,
employment status, total years of service and years of service in the reporting LEA, as well as other
general demographic information about staff employed by California public school districts. This
information is collected on staff who are employed as of Census Day and, for school tracks that are
not in session on Census Day, it is collected on staff who are employed within 30 calendar days after
Census Day. Staff information is collected on certificated staff in the following job classifications:
Administrators, Pupil Services, Teachers, and Itinerant or Pull-out/Push-In Teachers. This information
is also collected on non-certificated staff, who have a SEID, in the following job classifications: Non-
certificated Administrator and Charter School Non-certificated Teacher.

2.2.5 Schools Included
The schools included in the Fall 2 snapshot are listed in Figure 2-1.

2.3      Spring 1 – English Language Acquisition Status / Title III Eligible
         Immigrants
2.3.1 Description

2.3.1.1 English Language Acquisition Status (ELAS) Count
Formerly part of the Language Census (R30) collection, Spring 1 collects the status of California
public school students whose primary language is not English as of the Spring Census Day, which is
either March 1 or the closest open school day prior to March 1. The following data are collected:
 Number of English Learner (EL) students
 Number of Fluent English-Proficient (FEP) (designated as either IFEP or RFEP). students by grade
  and primary language other than English, as determined by the Home Language Survey required
  by the California Code of Regulations
These data provide critical information to LEAs and government organizations to guide their funding,
research, program planning, and policy decisions. Information collected is designed primarily for use
by CDE to produce state and federal reports. The data are also used to compute funding for Title III,
the Community-based English Tutoring (CBET) program, Economic Impact Aid (EIA) for ELs, and the
English Language Acquisition Program (ELAP). Additional uses of the data include projections of

CALPADS File Specifications v2.0                                                                 27
11/10/2010
                                                                 2. Certification Submission Requirements


future EL enrollments and teachers that provide instructional services to ELs. Data may also serve
local needs, such as class load analyses, program design, and to determine school staffing needs.

2.3.1.2 Student National Origin Report (Title III Eligible Immigrants)
Under Title III of the NCLB Act, all local educational agencies (LEAs) participating in Title III in
California are required to submit an annual count of eligible immigrant students by country of origin.
Based on the total number of eligible immigrant students enrolled in California, CDE receives a
formula grant from the U.S. Department of Education and is authorized to allocate formula sub-grants
to LEAs that experience a significant growth in their eligible immigrant student populations.
Eligible immigrant students are defined in statute as pupils enrolled in kindergarten through grade
twelve who are foreign-born and have been enrolled in school in the United States for three full school
years or less. LEAs may also count foreign-born students who enrolled more than three calendar
years prior to the census date but, due to documented enrollment gaps, have not accumulated three
full school years of enrollment.
The count of Title III Eligible Immigrants occurs two times each school year. This procedure is
instituted to respond to LEAs that are impacted by significant enrollments of migrant students who
may be absent for part of the school year. For the Spring 1 count, include only foreign-born pupils
who, as of Census Day have been enrolled for less than 36 cumulative months since their initial
enrollment date in a United States school.

2.3.2 Student Data included
The following students are included in the Spring 1 Data Submission:
 Student designated as Title III Eligible Immigrant enrolled on the Reporting Date (See the Glossary
  Section for a definition of Title III Eligible Immigrant.)
 Student identified with an English Language Acquisition Status of EL or FEP (e.g., IFEP or RFEP)
  and enrolled on the Reporting Date.

2.3.3 Schools Included
The schools to be included in the submission are listed in Figure 2-1.
Note that recently closed schools (i.e., schools that closed during the data submission Report Period)
are expected to submit ELs who were reclassified as FEP (i.e., RFEPs) since the prior year‟s Census
Day, while enrolled in that school.

2.4      End of Year 1 – Course Completion / Career Technical Education
2.4.1     Description
The End of Year (EOY) 1 – Course Completion / Career Technical Education Data Submission has
these important functions:
 Provide LEA course section completer counts by State Course Code for courses completed at any
  time during the current academic year
 Provide counts of CTE participants, concentrators, and completers for Perkins reporting

2.4.2 Student Data Included
EOY 1 includes all students primarily or secondarily enrolled at any time during the current academic
year who completed a course while in grades 7-12. An example of content for an LEA extract for
CALPADS File Specifications v2.0                                                                28
11/10/2010
                                                                  2. Certification Submission Requirements


submission for a Reporting Year would be an extract containing all students with an open enrollment
at any time during the Reporting Year for whom data on courses completed in grades 7-12 has not
already been updated in the ODS for the current academic year. (See the Glossary in Appendix 6.2
for a definition of Open Enrollment.)

2.4.3 Course Data Included
Any course completed while the student was in grades 7-12 is included. Following are specifics about
classes to be included from all schools specified in Figure 5-1 with grades 7 through 12:
 Departmentalized classes are included and identified by the appropriate state course code. Each is
  represented by one locally assigned course number, course section, and class ID. Generally,
  multiple period/departmentalized classes are reported for each student. Certain types of course
  sections should not be reported: lunch, free period, student aide, study hall.
Data can be submitted to CALPADS whenever courses are completed (e.g. fall course completion
data in January) or all data can be submitted at the end of the Academic Year. An extract could
contain course information recorded in the local SIS for the most recently completed academic term or
for all academic terms at the end of the year. The student related information would be the most
current information available on a student, regardless of when the courses submitted for the student
were completed.
Note that 7/1 is considered to be the beginning of a new Academic Year. Courses started prior to 7/1
and completed after 7/1 are considered completed in the academic year in which they were started.
Each completed class submitted requires two types of information; course section and student course
section. The combination of these provides information on the following:
   Course Offering - Content, NCLB instructional level, CTE Tech Prep, UC/CSU Approval, etc.
   Course Delivery - Non-standard instructional level, education services for EL, language of
    instruction, instructional strategy, teacher‟s HQT competency, etc.
   Course Completers - Number of students who completed the course
   Teacher Assigned - The required unique SEID of the teacher which enables the identification of
    the background and qualifications of the teacher. However, the following reporting exceptions exist
    where a valid SEID may not be available. Therefore, a SEID of “9999999999” will be accepted
    only in the following conditions:
              o   Charter School teacher teaching non-core classes as defined by the charter
              o   Course section record where the CTE Course Section Provider Code = 1 (ROC/P)
              o   Course section record where the Course Section Instructional Level Code = 16
                  (College) and the course is delivered at a college

2.4.4 Staff Data Included
EOY 1 also includes information on all staff that had a teaching assignment for a departmentalized
class completed by students at any time during the academic year. This information includes their
teaching assignments associated with course sections, as well as data on degree, employment
status, total years of service and years of service in the reporting LEA as well as other general
demographic information.




CALPADS File Specifications v2.0                                                                 29
11/10/2010
                                                                   2. Certification Submission Requirements


2.4.4.1 Career Technical Education Data to be Included
The data collected for the selected students in the Student Information File includes the data needed
to identify students who are CTE Concentrators and CTE Concentrators who have completed their
Pathway. It is important that this data be updated for the student in the Student Information File. The
data collected for course sections and student course sections includes the data needed to identify
CTE participants.

2.4.5 Schools Included
The schools included in the submission are listed in Figure 2-1.
Note that recently closed schools (i.e., schools that closed during the data submission Report Period)
are expected to submit data for courses completed prior to the school‟s closing.

2.5      End of Year 2 - Program Participation
2.5.1 Description

The End of Year (EOY) 2 – Program Participation Data Submission has these important functions:
 Provide LEA program participation counts used in application for specified categorical funds
 Provide program participation counts used to report activities of a school supported by specified
  funds received
 Meet annual federal requirements specified in NCLB

The EOY 2 Data Submission provides counts of students who have participated in specific Education
Programs throughout the Academic Year. The programs included are; Opportunity Program,
California Partnership Academy, California School-Age Families Education (Cal-SAFE), CAHSEE
Intensive Instruction, NCLB Title I Part A Basic Targeted, NCLB Title I Part A Neglected, NCLB Title I
Part D At Risk, NCLB Title I Part D Delinquent, NCLB Title I Part D Juvenile Detention, NCLB Title I
Part D Neglected, NCLB Title X Homeless.

2.5.2 Student Data Included
All students who participated in a program at any time during the Reporting Year (i.e., academic year)
are to be included.

2.5.3 Schools Included
The schools included in the submission are listed in Figure 2-1.

2.6      End of Year 3 – Discipline / Truancy
2.6.1 Description
The End of Year (EOY) 3 – Discipline/Truancy Data Submission has this important function:
 Provide student expulsion, suspension, and truancy information to satisfy NCLB requirements
  related to "persistently dangerous" schools and the Uniform Management Information Reporting
  System (UMIRS)
 To determine persistently dangerous schools
CALPADS File Specifications v2.0                                                                  30
11/10/2010
                                                                   2. Certification Submission Requirements


2.6.2 Student Data Included
All students who were involved in a discipline incident at any time during the Reporting Year are
included as follows:
 All special education students involved in a discipline incident (any student offense) regardless of
  the action taken
 All students involved in a firearm offense (Student offense codes 100-102) regardless of the action
  taken
 For all other offenses, report students where the action taken resulted in a suspension (in-school or
  out of school) or an expulsion
All students who were truant during the Reporting Year are included.

2.6.3 Schools Included
The schools included in the submission are listed in Figure 2-1.

2.7      End of Year 4 – Waivers
2.7.1 Description

The End of Year (EOY) 4 – Waivers Data Submission has this important function:
 Provides school level counts of the number of Education Regulatory Exemptions granted and
  denied

2.7.2 Student Data Included
All students who applied for a CAHSEE Math Waiver, or CAHSEE ELA Waiver, or received a
CAHSEE exemption at any time during the Reporting Year (i.e., academic year) are to be included.

2.7.3 Schools Included
The schools included in the submission are listed in Figure 2-1.




CALPADS File Specifications v2.0                                                                  31
11/10/2010
                                                               3. CALPADS File Formats – SSID Enrollment



3.       CALPADS File Formats
3.1      SSID Enrollment File Format
3.1.1 Submission Details
This file format is used to assign an SSID to a student as well as manage enrollments. It is used for
periodic enrollment updates as well as the Annual Enrollment Update. If a new SSID is created
through the SSID Enrollment process, the demographics will be created in CALPADS for the new
student. If an existing SSID is located for the student, the demographics will not be updated in
CALPADS. Updates to the following student demographic information as well as grade changes must
be made through the Student Information record:
    Student Legal First Name
    Student Legal Middle Name
    Student Legal Last Name
    Student Legal Name Suffix Code
    Student Alias First Name
    Student Alias Middle Name
    Student Alias Last Name
    Student Birth Date
    Student Gender Code
    Student Birth City
    Student Birth State Province Code
    Student Birth Country Code
    Primary Language Code
    Grade Level Code
This format uses the Transaction processing method. The record type of SENR (Student SSID
Enrollment) must be included in the Record Type field of each record. This record type should be
submitted on an ongoing basis throughout the year as students enroll and exit schools and districts.
(See draft CALPADS Enrollment Procedures posted on the CDE website)
This record type is required to be submitted during the following snapshot collection window:
    Fall 1 - Annual Enrollment Update/Title III Eligible Immigrants
This record type is optional during the following snapshot collection windows providing the LEA
enrollment information is up to date in CALPADS for the specific snapshot collection window:
    Fall 2 - Course Enrollment/Staff Assignments/EL Services
    Spring 1 – English Learner Acquisition Status/Title III Eligible Immigrants
    End of Year 1 - Course Completion/Career Technical Education (CTE)
    End of Year 2 - Program Participation
    End of Year 3 – Discipline/Truancy
CALPADS File Specifications v2.0                                                                32
11/10/2010
                                                               3. CALPADS File Formats – SSID Enrollment


   End of Year 4 - Waivers

3.1.2 Selection Criteria
   Fall 1 Only
        Include all SSID enrollment records for students actively enrolled and receiving
         instruction/services as of Fall Census Day, the first Wednesday of October that have not been
         previously reported.
        Include all SSID enrollment updates (including any Graduates, Dropouts, and withdrawals)
         that have not been previously reported.
        Note: Students with no enrollment updates are not required to be submitted for Fall 1.
         However, a Student Information update must be submitted to show confirmation for enrollment
         counts.
        Note: Primary, Secondary, Short term, and Receiving specialized services only enrollment
         types should be submitted where applicable.
   Ongoing Enrollment Submissions (All submissions except Fall 1):
        Include all SSID Enrollment updates (entrances, exits, and changes) for students that have not
         been previously reported.

3.1.3 Operational Key
The following fields identify the operational key of the SSID Enrollment record:
   School of Attendance
   SSID
   Student School Start Date

3.1.4 Relationship to Other Record Types
This record may be submitted independently of other record types. If an LEA creates an SSID or is
initially enrolling a student, the submission of this record type should be followed up with a submission
of the Student Information and Student Program record types to CALPADS.

3.1.5 References
The following references are available for use in the creation of this record:
   CALPADS Enrollment Procedure – pending finalization by CDE




CALPADS File Specifications v2.0                                                                 33
11/10/2010
                                                                                                                   3. CALPADS File Formats – SSID Enrollment


    3.1.6 Record Layout
                                                                 Table 3-1: SSID Enrollment File Format

Field                  Field Max                                                                                                         Operational   Updatable
  # Public Name        Type Len Definition                             Code Set       Comments            Validation          Required      Key         Fields

1.01 Record Type        CS      4      A category describing the type See Code Set                        Must equal             Y
     Code                              of data record being submitted. Record Type                        SENR
                                                                       CALPADS

1.02 Transaction        CS      1      A category describing the       See Code Set                       If Transaction         N
     Type Code                         action the system should take   Transaction                        Type code is null
                                       on the data record being        Type                               Then system will
                                       submitted.                      CALPADS                            add or update
                                                                                                          transaction;
                                                                                                          Else
                                                                                                          If Transaction
                                                                                                          Type code = D
                                                                                                          Then system will
                                                                                                          delete
                                                                                                          transaction;
                                                                                                          Else
                                                                                                          If Transaction
                                                                                                          Type code = R
                                                                                                          Then system will
                                                                                                          replace
                                                                                                          transaction;




    CALPADS File Specifications v2.0                                                                                                                     34
    11/10/2010
                                                                                                                     3. CALPADS File Formats – SSID Enrollment



Field                  Field Max                                                                                                           Operational   Updatable
  # Public Name        Type Len Definition                                 Code Set   Comments              Validation          Required      Key         Fields

1.03 Local Record       CS     255 A local use field to provide the                                                                N                            X
     ID                            system record identifier for a
                                   submitted record in any
                                   CALPADS file format. This field
                                   will flow through CALPADS and
                                   be provided back to the LEA to
                                   help facilitate locating the
                                   original record in their local SIS
                                   environment.

1.04 Reporting LEA      CS      7      A unique identifier for the                    The 7-digit County    Must equal             Y
                                       educational service institution                District (CD) code    institution
                                       responsible for obtaining and                  must be submitted     identifier of
                                       maintaining a student's                        if the entity is a    submitter User ID
                                       Statewide Student Identifier by                district or county
                                       way of an enrollment record in                 office.
                                       the California Longitudinal Pupil
                                                                                      If the entity is an
                                       Achievement Data System
                                                                                      independently
                                       (CALPADS).
                                                                                      reporting charter
                                                                                      school, the School
                                                                                      (S) code must be
                                                                                      submitted for both
                                                                                      the Reporting LEA
                                                                                      and the School of
                                                                                      Attendance.




    CALPADS File Specifications v2.0                                                                                                                       35
    11/10/2010
                                                                                                                 3. CALPADS File Formats – SSID Enrollment



Field                  Field Max                                                                                                       Operational   Updatable
  # Public Name        Type Len Definition                              Code Set   Comments             Validation          Required      Key         Fields

1.05 School of          CS      7      A unique identifier for the                 1) The 7-digit       Must be a valid        Y           X
     Attendance                        school in which the student is              School (S) code      code in CDS and
                                       enrolled.                                   must be submitted. have an active
                                                                                                        CALPADS
                                                                                   If the entity is an
                                                                                                        reporting
                                                                                   independently
                                                                                                        relationship with
                                                                                   reporting charter
                                                                                                        the Reporting
                                                                                   school, the School
                                                                                                        LEA
                                                                                   (S) code must be
                                                                                   submitted for both Else
                                                                                   the School of
                                                                                                        If School of
                                                                                   Attendance and the
                                                                                                        Attendance NPS
                                                                                   Reporting LEA.
                                                                                                        is populated;
                                                                                   2) If student        Then School of
                                                                                   attends an NPS       Attendance must
                                                                                   school, the School equal 0000001
                                                                                   of Attendance is
                                                                                   identified as
                                                                                   0000001. The NPS
                                                                                   School is identified
                                                                                   in the element
                                                                                   "School of
                                                                                   Attendance NPS"




    CALPADS File Specifications v2.0                                                                                                                   36
    11/10/2010
                                                                                                                    3. CALPADS File Formats – SSID Enrollment



Field                  Field Max                                                                                                          Operational   Updatable
  # Public Name        Type Len Definition                               Code Set   Comments                Validation      Required         Key         Fields

1.06 School of          CS      7      A unique identifier (school                  The 7-digit School Must be a valid     If School of                        X
     Attendance                        code) for the certified non-                 (S) code must be NPS code in           Attendance
     NPS                               public non-sectarian school the              submitted.         CDS                 = 0000001
                                       student attends.                                                                       Then Y;
                                                                                    If a special
                                                                                                                              Else N
                                                                                    education student
                                                                                    is enrolled at a
                                                                                    non-public non-
                                                                                    sectarian school
                                                                                    that is not certified
                                                                                    by the California
                                                                                    Department of
                                                                                    Education, use
                                                                                    "9999999" in this
                                                                                    field. This code is
                                                                                    generic for "non-
                                                                                    certified, non-
                                                                                    sectarian non-
                                                                                    public school."

1.07 Academic Year CS           9      A unique identifier assigned to              1) Format: CCYY-                            Y
     ID                                a specific Academic Year. An                 CCYY (ex. 2008-
                                       Academic Year is the period                  2009)
                                       during which school is in
                                                                                    2) Indicates the
                                       regular session and provides a
                                                                                    school year
                                       required number of days of
                                                                                    associated with the
                                       instruction (175 days in
                                                                                    file.
                                       California).




    CALPADS File Specifications v2.0                                                                                                                      37
    11/10/2010
                                                                                                       3. CALPADS File Formats – SSID Enrollment



Field                  Field Max                                                                                               Operational   Updatable
  # Public Name        Type Len Definition                              Code Set   Comments   Validation          Required        Key         Fields

1.08 SSID               CS      10 The unique identifier for the                              Must be a valid          If          X
                                   student assigned to or by the                              CALPADS SSID        Transactio
                                   first California district in which                                               n Type
                                   the student is enrolled in                                                     Code = D
                                   accordance with CDE                                                               or R
                                   established standards. This                                                     Then Y;
                                   number follows the student                                                       Else N
                                   from school to school
                                   throughout his/her K-12 career.

1.09 Local Student      CS      15 A unique identifier assigned to                                                    Y                             X
     ID                            the student by a local
                                   educational agency. This may
                                   not necessarily be the same as
                                   the identifier assigned to the
                                   student at the school level.

1.10 Student Legal      CS      30 The Student Legal First Name                               May only include        Y
     First Name                    of the student. The Student                                Alphabetic
                                   Legal First Name is the first                              letters, numbers,
                                   name of the person which is                                periods, hyphens
                                   given to a person after birth                              and apostrophes
                                   (e.g., birth, baptism, or other
                                   naming ceremony certificate; or
                                   birth verification document) or
                                   through legal action (e.g.,
                                   marriage, divorce, adoption, or
                                   name change).




    CALPADS File Specifications v2.0                                                                                                           38
    11/10/2010
                                                                                                       3. CALPADS File Formats – SSID Enrollment



Field                  Field Max                                                                                             Operational   Updatable
  # Public Name        Type Len Definition                              Code Set   Comments   Validation          Required      Key         Fields

1.11 Student Legal      CS      30 The Student Legal Middle                                   May only include       N
     Middle Name                   Name of the student. Student                               Alphabetic
                                   Legal Middle Name is the                                   letters, numbers,
                                   second name of a person                                    periods, hyphens
                                   which is given to a person after                           and apostrophes
                                   birth (e.g., birth, baptism, or
                                   other naming ceremony
                                   certificate; or birth verification
                                   document) or through legal
                                   action (e.g., marriage, divorce,
                                   adoption, or name change).

1.12 Student Legal      CS      50 The Student Legal Last Name                                May only include       Y
     Last Name                     of the student. The Student                                Alphabetic
                                   Legal Last Name is the name                                letters, numbers,
                                   borne in common by members                                 periods, hyphens
                                   of a person‟s family, or the last                          and apostrophes
                                   name recognized as the formal
                                   and consistent last name given
                                   to a person after birth (e.g.,
                                   birth, baptism, or other naming
                                   ceremony certificate; or birth
                                   verification document) or
                                   through legal action (e.g.,
                                   marriage, divorce, adoption, or
                                   name change).




    CALPADS File Specifications v2.0                                                                                                         39
    11/10/2010
                                                                                                          3. CALPADS File Formats – SSID Enrollment



Field                   Field Max                                                                                               Operational   Updatable
  # Public Name         Type Len Definition                            Code Set       Comments   Validation          Required      Key         Fields

1.13 Student Legal       CS      3      A coded value representing the See Code Set                                     N
     Name Suffix                        Student Legal Name Suffix of Name Suffix
     Code                               the student. The Student Legal
                                        Name Suffix is the affixation to
                                        the person's last name such as
                                        Junior, II or III, which
                                        constitutes part of the name
                                        and is used to differentiate the
                                        person from a family member
                                        with the same name as the
                                        person.

1.14 Student Alias       CS      30 An alternative first name to the                             1) May only            N
     First Name                     Student Legal First Name.                                    include
                                                                                                 Alphabetic
                                                                                                 letters, numbers,
                                                                                                 periods, hyphens
                                                                                                 and apostrophes;
                                                                                                 2) If Student
                                                                                                 Alias Last Name
                                                                                                 is populated;
                                                                                                 Then Student
                                                                                                 Alias First Name
                                                                                                 must be
                                                                                                 populated

1.15 Student Alias       CS      30 An alternative middle name to                                May only include       N
     Middle Name                    the Student Legal Middle                                     Alphabetic
                                    Name.                                                        letters, numbers,
                                                                                                 periods, hyphens
                                                                                                 and apostrophes




     CALPADS File Specifications v2.0                                                                                                           40
     11/10/2010
                                                                                                    3. CALPADS File Formats – SSID Enrollment



Field                   Field Max                                                                                         Operational   Updatable
  # Public Name         Type Len Definition                          Code Set   Comments   Validation          Required      Key         Fields

1.16 Student Alias       CS      50 An alternative last/surname to                         1) May only            N
     Last Name                      the Student Legal Last Name.                           include
                                                                                           Alphabetic
                                                                                           letters, numbers,
                                                                                           periods, hyphens
                                                                                           and apostrophes;
                                                                                           2) If Student
                                                                                           Alias First Name
                                                                                           is populated;
                                                                                           Then Student
                                                                                           Alias Last Name
                                                                                           must be
                                                                                           populated




     CALPADS File Specifications v2.0                                                                                                     41
     11/10/2010
                                                                                                             3. CALPADS File Formats – SSID Enrollment



Field                   Field Max                                                                                                 Operational   Updatable
  # Public Name         Type Len Definition                             Code Set   Comments         Validation         Required      Key         Fields
                                                                                                  1) If Grade Level
1.17 Student Birth       DT      8      The month, day, and year on                Format:                                Y
                                                                                                  Code is equal to
     Date                               which a person was born based              CCYYMMDD, e.g.
                                                                                                  Adult (AD) Then
                                        on the Gregorian Calendar.                 20081025;
                                                                                                  Student age
                                                                                                  must be greater
                                                                                                  than or equal to
                                                                                                  16 and less than
                                                                                                  80;
                                                                                                    Else
                                                                                                    Student Age
                                                                                                    must be greater
                                                                                                    than 0 and less
                                                                                                    than or equal to
                                                                                                    22
                                                                                                    2) Student
                                                                                                    Gender Code
                                                                                                    and Student Date
                                                                                                    of Birth Year
                                                                                                    must equal
                                                                                                    existing ODS
                                                                                                    Student Gender
                                                                                                    Code and
                                                                                                    Student Date of
                                                                                                    Birth Year




     CALPADS File Specifications v2.0                                                                                                             42
     11/10/2010
                                                                                                               3. CALPADS File Formats – SSID Enrollment



Field                   Field Max                                                                                                    Operational   Updatable
  # Public Name         Type Len Definition                               Code Set         Comments   Validation          Required      Key         Fields

1.18 Student             CS      1      A coded value representing the See Code Set                   Student Gender         Y
     Gender Code                        person's gender. Gender is a      Gender                      Code and
                                        person's actual sex or                                        Student Date of
                                        perceived sex and includes a                                  Birth Year must
                                        person's perceived identity,                                  equal existing
                                        appearance or behavior,                                       ODS Student
                                        whether or not that identity,                                 Gender Code
                                        appearance, or behavior is                                    and Student Date
                                        different from that traditionally                             of Birth Year
                                        associated with a person's sex
                                        at birth.

1.19 Student Birth       CS      30 The formal name of the city or                                    May only include       N
     City                           town in which a person was                                        Alphabetic
                                    born.                                                             letters, numbers,
                                                                                                      periods, hyphens
                                                                                                      and apostrophes

1.20 Student Birth       CS      6      The State/Province where an       See Code Set                Student Birth          N
     State Province                     individual was born. A            State/Province              Country Code
     Code                               State/Province is the territory                               and Student Birth
                                        occupied by one of the                                        State Province
                                        constituent administrative                                    Code must be a
                                        districts of a nation.                                        valid combination
                                                                                                      as defined in the
                                                                                                      CALPADS Valid
                                                                                                      Code
                                                                                                      Combinations
                                                                                                      document




     CALPADS File Specifications v2.0                                                                                                                43
     11/10/2010
                                                                                                                  3. CALPADS File Formats – SSID Enrollment



Field                  Field Max                                                                                                        Operational   Updatable
  # Public Name        Type Len Definition                              Code Set      Comments           Validation          Required      Key         Fields

1.21 Student Birth      CS      2      A coded value representing the   See Code Set If unknown, enter   Student Birth          Y
     Country Code                      Country an individual was born   Country       US                 Country Code
                                       in. A Country is the territory   International                    and Student Birth
                                       occupied by a nation.            Standards                        State Province
                                                                        Organization                     Code must be a
                                                                                                         valid combination
                                                                                                         as defined in the
                                                                                                         CALPADS Valid
                                                                                                         Code
                                                                                                         Combinations
                                                                                                         document




    CALPADS File Specifications v2.0                                                                                                                    44
    11/10/2010
                                                                                                            3. CALPADS File Formats – SSID Enrollment



Field                  Field Max                                                                                               Operational   Updatable
  # Public Name        Type Len Definition                              Code Set         Comments   Validation      Required      Key         Fields

1.22 Primary            CS      2      The primary language is the        See Code Set                                  Y
     Language                          language the student first         Language
     Code                              learned, is spoken by the
                                       student, or in the case of
                                       student too young to speak, the
                                       language spoken most
                                       frequently by adults in the
                                       home. The primary language,
                                       also known as “native
                                       language”, should be identified
                                       only once during the course of
                                       a student's school career and
                                       should never change. For
                                       students in grades K-12, the
                                       primary language is identified
                                       at the local level from
                                       information gathered on the
                                       Home Language Survey and
                                       other indicators determined at
                                       the local level. For pre-
                                       kindergarten students, this is
                                       identified at the local level from
                                       either the "Home Language
                                       Survey" if available, or the
                                       "Child Development Services
                                       and Certification of Eligibility"
                                       form, using the "Native
                                       Language" section. If these two
                                       forms are not available, and no
                                       other reliable resource for this
                                       information is available, then
                                       use the language spoken most
                                       frequently by adults in the
                                       home.


    CALPADS File Specifications v2.0                                                                                                           45
    11/10/2010
                                                                                                                 3. CALPADS File Formats – SSID Enrollment



Field                  Field Max                                                                                                         Operational   Updatable
  # Public Name        Type Len Definition                                Code Set     Comments         Validation          Required        Key         Fields

1.23 Student School DT          8      The first date that a student                   Format:        1) Must be                Y            X
     Start Date                        attended a particular school for                CCYYMMDD, e.g. greater than
                                       a period of continuous                          20081025       Student Birth
                                       enrollment. This should be the                                 Date;
                                       first day that the student
                                                                                                        2) Must be less
                                       generated average daily
                                                                                                        than or equal to
                                       attendance for the school. For
                                                                                                        current date plus
                                       pre-enrolled students, this is
                                                                                                        six months;
                                       the very first day that the
                                       student is expected to attend.

1.24 Enrollment         CS      2      A coded value representing the See Code Set                                              Y                             X
     Status Code                       Enrollment Status. An          Enrollment
                                       Enrollment Status is the state Status
                                       of a student‟s enrollment
                                       (student‟s name appears on a
                                       register, roll, or list) at a
                                       particular educational service
                                       institution.

1.25 Grade Level        CS      2      A coded level representing a     See Code Set                    Student Exit        If SSID is
     Code                              Grade Level. A Grade Level is Grade Level                        Reason Code             null
                                       an educational or service level,                                 and Grade Level      Then Y;
                                       denoted by an ordinal number,                                    Code                  Else N
                                       such as the “3rd Grade” or the                                   combination
                                       “12th Grade”; however, Grade                                     must be a valid
                                       Level can also include infant,                                   combination as
                                       preschool, adult, ungraded                                       defined in the
                                       elementary and ungraded                                          CALPADS Valid
                                       secondary. Note: there are                                       Code
                                       different reference sets for                                     Combinations
                                       Highest Education Level and                                      document
                                       Age.



    CALPADS File Specifications v2.0                                                                                                                     46
    11/10/2010
                                                                                                                  3. CALPADS File Formats – SSID Enrollment



Field                  Field Max                                                                                                        Operational   Updatable
  # Public Name        Type Len Definition                                Code Set   Comments            Validation          Required      Key         Fields
                                                                                                        1) If Student Exit
1.26 Student School DT          8      The last date that a student                  1) Format:                                 N                            X
                                                                                                        Reason Code is
     Exit Date                         attended a specific school. This              CCYYMMDD, e.g.
                                                                                                        populated
                                       should be the last day that the               20081025
                                                                                                        Then Student
                                       student generated average
                                                                                     2) For students    School Exit Date
                                       daily attendance for the school.
                                                                                     who are “other no must be
                                       If the student never generated
                                                                                     shows” and did not populated;
                                       average daily attendance at the
                                                                                     attend this school
                                       school (a no-show who did not                                    2) If Student Exit
                                                                                     in the prior
                                       attend the school in the prior                                   Reason Code =
                                                                                     academic year
                                       academic year), then the exit                                    N470
                                                                                     (Student Exit
                                       date is one day before or equal                                  (NoShowOther)
                                                                                     Reason Code =
                                       to the Student School Start
                                                                                     N470), this is the Then Student
                                       Date.
                                                                                     same date as the School Exit Date
                                                                                     Student School     must be equal to
                                                                                     Start Date, or the or one day prior
                                                                                     day prior.         to the Student
                                                                                                        School Start
                                                                                     3) For students
                                                                                                        Date
                                                                                     who are same
                                                                                     school no shows    Else
                                                                                     (Student Exit
                                                                                                        Must be greater
                                                                                     Reason Code =
                                                                                                        than or equal to
                                                                                     N420), this date
                                                                                                        Student School
                                                                                     should be the last
                                                                                                        Start Date;
                                                                                     day that the
                                                                                     student generated 3) Must be less
                                                                                     average daily      than or equal to
                                                                                     attendance for the current date plus
                                                                                     school.            30 days




    CALPADS File Specifications v2.0                                                                                                                    47
    11/10/2010
                                                                                                                       3. CALPADS File Formats – SSID Enrollment



Field                  Field Max                                                                                                              Operational   Updatable
  # Public Name        Type Len Definition                            Code Set         Comments              Validation            Required      Key         Fields

1.27 Student Exit       CS      4      A coded value representing the See Code Set     LEA may submit        1) If Student            N                            X
     Reason Code                       Student Exit Category. A         Student Exit   the CALPADS           School Exit Date is
                                       Student Exit Category is the     Category       Student Exit          populated
                                       category or conditions under                    Category Codes or     Then Student Exit
                                                                                                             Reason Code must
                                       which a student left a school in                the legacy SRRTS      be populated;
                                       the California public                           Exit Codes (For
                                       educational system.                             academic Year         2) If Student
                                                                                       2008-09 exits only)   School Completion
                                                                                       to CALPADS.           Status = 100
                                                                                                             (Graduated)
                                                                                                             Then
                                                                                                             Student Exit
                                                                                                             Reason Code must
                                                                                                             = E230 (Completer
                                                                                                             Exit);
                                                                                                             3) Student Exit
                                                                                                             Reason Code and
                                                                                                             Grade Level Code
                                                                                                             combination must
                                                                                                             be a valid
                                                                                                             combination as
                                                                                                             defined in the
                                                                                                             CALPADS Valid
                                                                                                             Code
                                                                                                             Combinations
                                                                                                             document;
                                                                                                             4) Student Exit
                                                                                                             Reason Code and
                                                                                                             Student School
                                                                                                             Completion Status
                                                                                                             Code must be a
                                                                                                             valid combination




    CALPADS File Specifications v2.0                                                                                                                          48
    11/10/2010
                                                                                                                        3. CALPADS File Formats – SSID Enrollment



Field                  Field Max                                                                                                               Operational   Updatable
  # Public Name        Type Len Definition                                Code Set       Comments              Validation        Required         Key         Fields

1.28 Student School CS          3      A coded value representing a       See Code Set   If a legacy code is   1) Student Exit    If Student                        X
     Completion                        School Completion Status.          School         provided in the       Reason Code            Exit
     Status                            School Completion Status is        Completion     Student Exit          and Student          Reason
                                       defined as a student's state of    Status         Reason Code data      School               Code =
                                       completion of an academic                         element, the          Completion            E230
                                       program at a particular                           Student School        Status Code       (Completer
                                       educational service institution.                  Completion Status     must be a valid       Exit)
                                                                                         must be blank.        combination as      Then Y;
                                                                                                               defined in the       Else N
                                                                                                               CALPADS Valid
                                                                                                               Code
                                                                                                               Combinations
                                                                                                               document;
                                                                                                               2) If student
                                                                                                               School
                                                                                                               Completion
                                                                                                               Status is
                                                                                                               populated, then
                                                                                                               Student Exit
                                                                                                               Reason Code
                                                                                                               must = E230.




    CALPADS File Specifications v2.0                                                                                                                           49
    11/10/2010
                                                                                                                  3. CALPADS File Formats – SSID Enrollment



Field                  Field Max                                                                                                        Operational   Updatable
  # Public Name        Type Len Definition                                Code Set   Comments             Validation      Required         Key         Fields

1.29 Expected           CS      7      A unique identifier (school                   1) The 7-digit                       If Student                         X
     Receiver                          code) assigned to the                         School (S) code                           Exit
     School of                         Educational Service Institution               must be submitted.                     Reason
     Attendance                        where a student was expected                                                          Code =
                                       to attend after leaving another               2) "Alternative                          T165
                                       Educational Service Institution.              School" means                       (TransEnro
                                                                                     Juvenile Court,                        llDiscip)
                                                                                     County Community,                          Or
                                                                                     Community Day,                        If School
                                                                                     Continuation, or                       Type of
                                                                                     Opportunity                            element
                                                                                     schools (JUV,                          1.05 (as
                                                                                     COMM, COMMDAY,                      indicated in
                                                                                     CON, OPP)                             the CDE
                                                                                                                             County
                                                                                                                             District
                                                                                                                             School
                                                                                                                          database)
                                                                                                                              is an
                                                                                                                          Alternative
                                                                                                                             School
                                                                                                                               And
                                                                                                                            Student
                                                                                                                               Exit
                                                                                                                            Reason
                                                                                                                             Code =
                                                                                                                              T160
                                                                                                                           Then Y;
                                                                                                                           Else N




    CALPADS File Specifications v2.0                                                                                                                    50
    11/10/2010
                                                                                                            3. CALPADS File Formats – SSID Enrollment



Field                   Field Max                                                                                                Operational   Updatable
  # Public Name         Type Len Definition                               Code Set   Comments       Validation      Required        Key         Fields

1.30 Student Met all     CS      1      An indication of whether or not              This is only                   If Student                        X
     UC CSU                             a local educational agency has               required for                     School
     Requirements                       determined that a student met                Graduates.                    Completion
     Indicator                          all of the admission                                                         Status =
                                        requirements for admission to a                                                 100
                                        University of California or                                                (Graduated
                                        California State University                                                    )Then
                                        college. A “Y” would indicate                                                Y;Else N
                                        that the student has met all
                                        requirements; an “N” would
                                        indicate that the student has
                                        not.




     CALPADS File Specifications v2.0                                                                                                            51
     11/10/2010
                                                                   3. CALPADS File Formats – Student Information



3.2        Student Information File Format
3.2.1 Submission Details
This file format is used to submit additional information about a student as well as to manage the
demographic information and grade changes. It should be submitted when a student is assigned a
new SSID. It should also be submitted to update student information, particularly prior to the use of
student data for assessment and accountability purposes.
This format uses the Effective Date processing method. The record type of SINF (Student
Information) must be included in the Record Type field of each record unless a historical correction or
update to Student Information is required. Refer to Section 3.2.2 for information on the record type
required for a historical correction or update. The Student Information record is required to be
submitted during the following snapshot collection windows:
     Fall 1 - Annual Enrollment Update/Title III Eligible Immigrants
This record type is optional during the following snapshot collection windows providing the LEA
student information is up to date in CALPADS for the specific snapshot collection window:
     Fall 2 - Course Enrollment/Staff Assignments/EL Services
     Spring 1 – English Learner Acquisition Status/Title III Eligible Immigrants
     End of Year 1 - Course Completion/Career Technical Education (CTE)
     End of Year 2 - Program Participation
     End of Year 3 – Discipline/Truancy
     End of Year 4 - Waivers

3.2.2 Selection Criteria
     Fall 1 Only
          Include all Student Information records for the current academic year with an effective start
           date between July 1 and Fall Census day for students actively enrolled and receiving
           instruction/services as of Census Day, the first Wednesday of October.
     All Submissions except Fall 1:
          Include all Student Information updates for students that have not been previously reported.
3.2.2.1 Selected Field Updates
For historical corrections or updates to Student Information data, this file format can be submitted to
affect changes to a select group of student information data without changing the other student
information data. To apply changes to a specific group of student information data, using the following
record type values:
                                     Table 3-2: Record Type Code Descriptions

     Record Type
        Code                                                Description

    SINF                 Apply the effective date processing updates on all of the data elements in the
                         record

CALPADS File Specifications v2.0                                                                          52
11/10 /2010
                                                                   3. CALPADS File Formats – Student Information



   Record Type
      Code                                                 Description

 SIDM                    Apply the effective date processing updates on the Student Demographic data
                         elements

 SIGR                    Apply the effective date processing updates on the Student Grade data element

 SIEL                    Apply the effective date processing updates on the Student EL data elements

 SIST                    Apply the effective date processing updates on the Student Status data elements

 SIAD                    Apply the effective date processing updates on the Student Address data elements



Table 3-3 identifies the Student Information data elements which will be updated for each Record
Type Code. The SINF record type code will apply updates to all updatable data elements in the
Student Information file and is not listed in the table below.
                                      Table 3-3: Record Type Code Grouping

   Record Type
      Code                 Field #    Public Name

        SIDM                 2.11     Student Legal First Name

        SIDM                 2.12     Student Legal Middle Name

        SIDM                 2.13     Student Legal Last Name

        SIDM                 2.14     Student Legal Name Suffix Code

        SIDM                 2.15     Student Alias First Name

        SIDM                 2.16     Student Alias Middle Name

        SIDM                 2.17     Student Alias Last Name

        SIDM                 2.18     Student Birth Date

        SIDM                 2.19     Student Gender Code

        SIDM                 2.20     Student Birth City

        SIDM                 2.21     Student Birth State Province Code

        SIDM                 2.22     Student Birth Country Code

        SIDM                 2.23     Primary Language Code

        SIDM                 2.24     Student Hispanic Ethnicity Indicator


CALPADS File Specifications v2.0                                                                           53
11/10 /2010
                                                                   3. CALPADS File Formats – Student Information



   Record Type
      Code                 Field #   Public Name

        SIDM                 2.25    Student Ethnicity Missing Indicator

        SIDM                 2.26    Student Race 1 Code

        SIDM                 2.27    Student Race 2 Code

        SIDM                 2.28    Student Race 3 Code

        SIDM                 2.29    Student Race 4 Code

        SIDM                 2.30    Student Race 5 Code

        SIDM                 2.31    Student Race Missing Indicator

        SIDM                 2.50    Parent Guardian Highest Education Level Code

        SIDM                 2.51    Guardian 1 First Name

        SIDM                 2.52    Guardian 1 Last Name

        SIDM                 2.53    Guardian 2 First Name

        SIDM                 2.54    Guardian 2 Last Name

        SIDM                 2.47    Student Initial Ninth Grade Entry Year

        SIGR                 2.32    Grade Level Code

        SIAD                 2.33    Primary Residence Category Code

        SIAD                 2.36    Residential Address Line 1

        SIAD                 2.37    Residential Address Line 2

        SIAD                 2.38    Residential Address City Name

        SIAD                 2.39    Residential Address State Province Code

        SIAD                 2.40    Residential Address Zip Code

        SIEL                 2.41    English Language Acquisition Status Code

        SIEL                 2.42    English Language Acquisition Status Start Date

        SIEL                 2.43    Student Proficient or Advanced for ELA Code

        SIST                 2.34    Interdistrict Transfer Code

        SIST                 2.35    District of Geographic Residence

CALPADS File Specifications v2.0                                                                        54
11/10 /2010
                                                                 3. CALPADS File Formats – Student Information



    Record Type
       Code                Field #   Public Name

        SIST                 2.44    Student Birth Country Special Circumstance Indicator

        SIST                 2.45    Student Initial US School Enrollment Date

        SIST                 2.46    Enrolled in US School less than Three Cumulative Years Indicator

        SIST                 2.48    CTE Pathway Code

        SIST                 2.49    CTE Pathway Completer Indicator




3.2.3 Operational Key
The following fields identify the operational key of the Student Information record:
   SSID

3.2.4 Relationship to Other Record Types
This record may be submitted independently of other record types. However, an enrollment for the
Reporting LEA must exist for the SSID being reported that includes the effective date for the record. If
an LEA creates an SSID or is initially enrolling a student, the submission of this record type should be
followed up with a submission of the Student Program record type to CALPADS.

3.2.5 References
The following references are available for use in the creation of this record:
   None




CALPADS File Specifications v2.0                                                                        55
11/10 /2010
                                                                                                               3. CALPADS File Formats – Student Information


    3.2.6 Record Layout
                                                             Table 3-4: Student Information Record Layout

Field                  Field Max                                                                                                        Operational Updateable
  # Public Name        Type Len Definition                                Code Set     Comments   Validation                 Required      Key        Fields

2.01 Record Type        CS      4      A category describing the type of See Code                 Must equal SINF, SIGR,        Y
     Code                              data record being submitted.      Set                      SIDM, SIEL, SIST, or
                                                                         Record                   SIAD
                                                                         Type
                                                                         CALPADS

2.02 Transaction        CS      1      A category describing the action   See Code                If Transaction Type code      N
     Type Code                         the system should take on the      Set                     is null
                                       data record being submitted.       Transactio              Then system will add or
                                                                          n Type                  update transaction;
                                                                          CALPADS
                                                                                                  Else
                                                                                                  If Transaction Type code
                                                                                                  =D
                                                                                                  Then system will delete
                                                                                                  transaction;

2.03 Local Record       CS     255 A local use field to provide the                                                             N                          X
     ID                            system record identifier for a
                                   submitted record in any
                                   CALPADS file format. This field
                                   will flow through CALPADS and
                                   be provided back to the LEA to
                                   help facilitate locating the
                                   original record in their local SIS
                                   environment.




    CALPADS File Specifications v2.0                                                                                                                  56
    11/10/2010
                                                                                                                  3. CALPADS File Formats – Student Information



Field                   Field Max                                                                                                          Operational Updateable
  # Public Name         Type Len Definition                                Code Set   Comments       Validation                 Required      Key        Fields

2.04 Effective Start     DT      8      The month, day, and year on                   Format:       1) Student must be             Y
     Date                               which the data within the record              CCYYMMDD, enrolled in the school
                                        became effective. Date                        e.g. 20081025 during the effective
                                        CALPADS will consider data is                               range specified;
                                        effective/current.
                                                                                                     2) Must be within
                                                                                                     Academic Year
                                                                                                     specified;

2.05 Effective End       DT      8      The month, day, and year on                   1) Format:      1) Student must be           N
     Date                               which the data within the record              CCYYMMDD, enrolled in the school
                                        stops being effective.                        e.g. 20081025 during the effective
                                                                                                      range specified;
                                                                                      2) This is only
                                                                                      populated       2) Must be within
                                                                                      when making Academic Year
                                                                                      a historical    specified;
                                                                                      correction.
                                                                                                      3) Must be greater than
                                                                                                      or equal to Effective
                                                                                                      Start Date;




     CALPADS File Specifications v2.0                                                                                                                    57
     11/10/2010
                                                                                                                      3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                              Operational Updateable
  # Public Name        Type Len Definition                                 Code Set   Comments           Validation                Required      Key        Fields

2.06 Reporting LEA      CS      7      A unique identifier for the                    The 7-digit     Must equal institution           Y
                                       educational service institution                County District identifier of submitter
                                       responsible for obtaining and                  (CD) code       User ID
                                       maintaining a student's                        must be
                                       Statewide Student Identifier by                submitted if
                                       way of an enrollment record in                 the entity is a
                                       the California Longitudinal Pupil              district or
                                       Achievement Data System                        county office.
                                       (CALPADS).
                                                                                      If the entity is
                                                                                      an
                                                                                      independently
                                                                                      reporting
                                                                                      charter school,
                                                                                      the School (S)
                                                                                      code must be
                                                                                      submitted for
                                                                                      both the
                                                                                      Reporting LEA
                                                                                      and the
                                                                                      School of
                                                                                      Attendance.




    CALPADS File Specifications v2.0                                                                                                                         58
    11/10/2010
                                                                                                                       3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                               Operational Updateable
  # Public Name        Type Len Definition                                  Code Set   Comments           Validation                Required      Key        Fields

2.07 School of          CS      7      A unique identifier for the school              The 7-digit        Must be a valid code in       N
     Attendance                        in which the student is enrolled.               School (S)         CDS and have an active
                                                                                       code must be       CALPADS reporting
                                                                                       submitted.         relationship with the
                                                                                                          Reporting LEA
                                                                                       If the entity is
                                                                                       an
                                                                                       independently
                                                                                       reporting
                                                                                       charter school,
                                                                                       the School (S)
                                                                                       code must be
                                                                                       submitted for
                                                                                       both the
                                                                                       School of
                                                                                       Attendance
                                                                                       and the
                                                                                       Reporting
                                                                                       LEA.

2.08 Academic           CS      9      A unique identifier assigned to a               1) Format:                                       Y
     Year ID                           specific Academic Year. An                      CCYY-CCYY
                                       Academic Year is the period                     (ex. 2008-
                                       during which school is in regular               2009)
                                       session and provides a required
                                                                                       2) Indicates
                                       number of days of instruction
                                                                                       the school
                                       (175 days in California).
                                                                                       year
                                                                                       associated
                                                                                       with the file.




    CALPADS File Specifications v2.0                                                                                                                          59
    11/10/2010
                                                                                                                       3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                               Operational Updateable
  # Public Name        Type Len Definition                                  Code Set   Comments           Validation                Required      Key        Fields

2.09 SSID               CS      10     The unique identifier for the                                      Must be a valid               Y           X
                                       student assigned to or by the                                      CALPADS SSID
                                       first California district in which
                                       the student is enrolled in
                                       accordance with CDE
                                       established standards. This
                                       number follows the student from
                                       school to school throughout
                                       his/her K-12 career.

2.10 Local Student      CS      15     A unique identifier assigned to                 1) Updates to                                    Y
     ID                                the student by a local                          this field must
                                       educational agency. This may                    be made
                                       not necessarily be the same as                  through the
                                       the identifier assigned to the                  SSID
                                       student at the school level.                    Enrollment file;
                                                                                       2) Field is
                                                                                       included to
                                                                                       assist with the
                                                                                       identification
                                                                                       of the student




    CALPADS File Specifications v2.0                                                                                                                          60
    11/10/2010
                                                                                                                  3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                          Operational Updateable
  # Public Name        Type Len Definition                                     Code Set   Comments   Validation                Required      Key        Fields

2.11 Student Legal      CS      30     The Student Legal First Name of                               1) May only include           Y                          X
     First Name                        the student. The Student Legal                                Alphabetic letters,
                                       First Name is the first name of                               numbers, periods,
                                       the person which is given to a                                hyphens and
                                       person after birth (e.g., birth,                              apostrophes
                                       baptism, or other naming
                                       ceremony certificate; or birth
                                                                                                     2) Student Gender Code
                                       verification document) or through
                                                                                                     and Student Date of
                                       legal action (e.g., marriage,
                                                                                                     Birth Year must equal
                                       divorce, adoption, or name
                                                                                                     existing ODS Student
                                       change).
                                                                                                     Gender Code and
                                                                                                     Student Date of Birth
                                                                                                     Year
                                                                                                     Or
                                                                                                     Student Legal First
                                                                                                     Name and Student Legal
                                                                                                     Last Name must equal
                                                                                                     existing ODS Student
                                                                                                     Legal First Name and
                                                                                                     Student Legal Last
                                                                                                     Name

2.12 Student Legal      CS      30     The Student Legal Middle Name                                 May only include              N                          X
     Middle Name                       of the student. Student Legal                                 Alphabetic letters,
                                       Middle Name is the second                                     numbers, periods,
                                       name of a person which is given                               hyphens and
                                       to a person after birth (e.g., birth,                         apostrophes
                                       baptism, or other naming
                                       ceremony certificate; or birth
                                       verification document) or through
                                       legal action (e.g., marriage,
                                       divorce, adoption, or name
                                       change).


    CALPADS File Specifications v2.0                                                                                                                     61
    11/10/2010
                                                                                                              3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                      Operational Updateable
  # Public Name        Type Len Definition                                 Code Set   Comments   Validation                Required      Key        Fields

2.13 Student Legal      CS      50     The Student Legal Last Name of                            1) May only include           Y                          X
     Last Name                         the student. The Student Legal                            Alphabetic letters,
                                       Last Name is the name borne in                            numbers, periods,
                                       common by members of a                                    hyphens and
                                       person‟s family, or the last name                         apostrophes
                                       recognized as the formal and
                                       consistent last name given to a
                                                                                                 2) Student Gender Code
                                       person after birth (e.g., birth,
                                                                                                 and Student Date of
                                       baptism, or other naming
                                                                                                 Birth Year must equal
                                       ceremony certificate; or birth
                                                                                                 existing ODS Student
                                       verification document) or through
                                                                                                 Gender Code and
                                       legal action (e.g., marriage,
                                                                                                 Student Date of Birth
                                       divorce, adoption, or name
                                                                                                 Year
                                       change).
                                                                                                 Or
                                                                                                 Student Legal First
                                                                                                 Name and Student Legal
                                                                                                 Last Name must equal
                                                                                                 existing ODS Student
                                                                                                 Legal First Name and
                                                                                                 Student Legal Last
                                                                                                 Name

2.14 Student Legal      CS      3      A coded value representing the See Code                                                 N                          X
     Name Suffix                       Student Legal Name Suffix of the Set Name
     Code                              student. The Student Legal           Suffix
                                       Name Suffix is the affixation to
                                       the person's last name such as
                                       Junior, II or III, which constitutes
                                       part of the name and is used to
                                       differentiate the person from a
                                       family member with the same
                                       name as the person.



    CALPADS File Specifications v2.0                                                                                                                 62
    11/10/2010
                                                                                                             3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                      Operational Updateable
  # Public Name        Type Len Definition                                Code Set   Comments   Validation                 Required      Key        Fields

2.15 Student Alias      CS      30     An alternative first name to the                         1) May only include           N                          X
     First Name                        Student Legal First Name.                                Alphabetic letters,
                                                                                                numbers, periods,
                                                                                                hyphens and
                                                                                                apostrophes;
                                                                                                2) If Student Alias Last
                                                                                                Name is populatedThen
                                                                                                Student Alias First Name
                                                                                                must be populated;
                                                                                                3) Student Gender Code
                                                                                                and Student Date of
                                                                                                Birth Year must equal
                                                                                                existing ODS Student
                                                                                                Gender Code and
                                                                                                Student Date of Birth
                                                                                                Year
                                                                                                Or
                                                                                                Student Legal First
                                                                                                Name and Student Legal
                                                                                                Last Name must equal
                                                                                                existing ODS Student
                                                                                                Legal First Name and
                                                                                                Student Legal Last
                                                                                                Name

2.16 Student Alias      CS      30     An alternative middle name to                            May only include              N                          X
     Middle Name                       the Student Legal Middle Name.                           Alphabetic letters,
                                                                                                numbers, periods,
                                                                                                hyphens and
                                                                                                apostrophes




    CALPADS File Specifications v2.0                                                                                                                63
    11/10/2010
                                                                                                           3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                     Operational Updateable
  # Public Name        Type Len Definition                              Code Set   Comments   Validation                  Required      Key        Fields

2.17 Student Alias      CS      50     An alternative last/surname to                         1) May only include            N                         X
     Last Name                         the Student Legal Last Name.                           Alphabetic letters,
                                                                                              numbers, periods,
                                                                                              hyphens and
                                                                                              apostrophes;
                                                                                              2) If Student Alias First
                                                                                              Name is populated
                                                                                              Then Student Alias Last
                                                                                              Name must be
                                                                                              populated
                                                                                              3) Student Gender Code
                                                                                              and Student Date of
                                                                                              Birth Year must equal
                                                                                              existing ODS Student
                                                                                              Gender Code and
                                                                                              Student Date of Birth
                                                                                              Year
                                                                                              Or
                                                                                              Student Legal First
                                                                                              Name and Student Legal
                                                                                              Last Name must equal
                                                                                              existing ODS Student
                                                                                              Legal First Name and
                                                                                              Student Legal Last
                                                                                              Name




    CALPADS File Specifications v2.0                                                                                                              64
    11/10/2010
                                                                                                              3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                       Operational Updateable
  # Public Name        Type Len Definition                             Code Set   Comments       Validation                 Required      Key        Fields

2.18 Student Birth      DT      8      The month, day, and year on                Format:       1) If Grade Level Code is      Y                          X
     Date                              which a person was born based              CCYYMMDD, equal to Adult (AD) Then
                                       on the Gregorian Calendar.                 e.g. 20081025
                                                                                                Student age must be
                                                                                                greater than or equal to
                                                                                                16 and less than 80;
                                                                                                 Else
                                                                                                 Student Age must be
                                                                                                 greater than 0 and less
                                                                                                 than or equal to 22
                                                                                                 2) Student Gender Code
                                                                                                 and Student Date of
                                                                                                 Birth Year must equal
                                                                                                 existing ODS Student
                                                                                                 Gender Code and
                                                                                                 Student Date of Birth
                                                                                                 Year
                                                                                                 Or
                                                                                                 Student Legal First
                                                                                                 Name and Student Legal
                                                                                                 Last Name must equal
                                                                                                 existing ODS Student
                                                                                                 Legal First Name and
                                                                                                 Student Legal Last
                                                                                                 Name




    CALPADS File Specifications v2.0                                                                                                                 65
    11/10/2010
                                                                                                              3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                      Operational Updateable
  # Public Name        Type Len Definition                               Code Set     Comments   Validation                Required      Key        Fields

2.19 Student            CS      1      A coded value representing the See Code                   Student Gender Code           Y                          X
     Gender Code                       person's gender. Gender is a         Set                  and Student Date of
                                       person's actual sex or perceived Gender                   Birth Year must equal
                                       sex and includes a person's                               existing ODS Student
                                       perceived identity, appearance                            Gender Code and
                                       or behavior, whether or not that                          Student Date of Birth
                                       identity, appearance, or behavior                         Year
                                       is different from that traditionally
                                                                                                 Or
                                       associated with a person's sex at
                                       birth.                                                    Student Legal First
                                                                                                 Name and Student Legal
                                                                                                 Last Name must equal
                                                                                                 existing ODS Student
                                                                                                 Legal First Name and
                                                                                                 Student Legal Last
                                                                                                 Name

2.20 Student Birth      CS      30     The formal name of the city or                            May only include              N                          X
     City                              town in which a person was                                Alphabetic letters,
                                       born.                                                     numbers, periods,
                                                                                                 hyphens and
                                                                                                 apostrophes

2.21 Student Birth      CS      6      The State/Province where an       See Code                Student Birth Country         N                          X
     State Province                    individual was born. A            Set                     Code and Student Birth
     Code                              State/Province is the territory   State/Prov              State Province Code
                                       occupied by one of the            ince                    must be a valid
                                       constituent administrative                                combination as defined
                                       districts of a nation.                                    in the CALPADS Valid
                                                                                                 Code Combinations
                                                                                                 document




    CALPADS File Specifications v2.0                                                                                                                 66
    11/10/2010
                                                                                                              3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                      Operational Updateable
  # Public Name        Type Len Definition                              Code Set      Comments   Validation                Required      Key        Fields

2.22 Student Birth      CS      2      A coded value representing the   See Code                 Student Birth Country         Y                          X
     Country Code                      Country an individual was born   Set                      Code and Student Birth
                                       in. A Country is the territory   Country                  State Province Code
                                       occupied by a nation.            Internation              must be a valid
                                                                        al                       combination as defined
                                                                        Standards                in the CALPADS Valid
                                                                        Organizati               Code Combinations
                                                                        on                       document




    CALPADS File Specifications v2.0                                                                                                                 67
    11/10/2010
                                                                                                              3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                      Operational Updateable
  # Public Name        Type Len Definition                               Code Set     Comments   Validation                Required      Key        Fields

2.23 Primary            CS      2      The primary language is the         See Code                                            Y                          X
     Language                          language the student first          Set
     Code                              learned, is spoken by the           Language
                                       student, or in the case of student
                                       too young to speak, the
                                       language spoken most
                                       frequently by adults in the home.
                                       The primary language, also
                                       known as “native language”,
                                       should be identified only once
                                       during the course of a student's
                                       school career and should never
                                       change. For students in grades
                                       K-12, the primary language is
                                       identified at the local level from
                                       information gathered on the
                                       Home Language Survey and
                                       other indicators determined at
                                       the local level. For pre-
                                       kindergarten students, this is
                                       identified at the local level from
                                       either the "Home Language
                                       Survey" if available, or the "Child
                                       Development Services and
                                       Certification of Eligibility" form,
                                       using the "Native Language"
                                       section. If these two forms are
                                       not available, and no other
                                       reliable resource for this
                                       information is available, then use
                                       the language spoken most
                                       frequently by adults in the home.




    CALPADS File Specifications v2.0                                                                                                                 68
    11/10/2010
                                                                                                                 3. CALPADS File Formats – Student Information



Field                   Field Max                                                                                                             Operational Updateable
  # Public Name         Type Len Definition                                   Code Set   Comments   Validation                 Required          Key        Fields

2.24 Student             CS      1      An indication of whether or not a                           If Student Ethnicity        If Student                     X
     Hispanic                           Student identifies him or herself                           Missing Indicator is         Ethnicity
     Ethnicity                          as having an ethnicity (how a                               equal to Y                    Missing
     Indicator                          person identifies him/herself in                            Then Student Hispanic        Indicator
                                        the context of: heritage, culture                           Ethnicity Indicator must   is null or N
                                        (i.e., religion, language, customs,                         be blank                      Then Y;
                                        music, etc.), lineage, or country                                                         Else N
                                        of birth of the person or the
                                        person's ancestors; and is not
                                        nationality or race) of Hispanic. A
                                        “Y” would indicate that a Student
                                        has identified him or herself as
                                        having an ethnicity of Hispanic.
                                        An “N” would indicate that he or
                                        she does not.

2.25 Student             CS      1      An indication in the data                                   If Student Hispanic        If Student                      X
     Ethnicity                          submission to CALPADS of                                    Ethnicity Indicator is      Hispanic
     Missing                            whether or not the student's                                populated                   Ethnicity
     Indicator                          reported Ethnicity indicator has                            Then Student Ethnicity      Indicator
                                        intentionally been left blank. A                            Missing Indicator must        is null
                                        "Y" would indicate that the                                 be equal to N or blank       Then Y;
                                        student's reported ethnicity                                                             Else N
                                        indicator has intentionally been
                                        left blank, an "N" would indicate
                                        that it has not.

2.26 Student Race        CS      3      A coded value representing a       See Code                 If Student Race Missing    If Student                      X
     1 Code                             person's Race Category. A Race Set Race                     Indicator is equal to Y        Race
                                        Category is a biological           Category                 Then all of the Student      Missing
                                        descendancy often, but not                                  Race Codes must be          Indicator
                                        always, reflected in physical                               blank                         is null
                                        traits that distinguish it clearly                                                       Then Y;
                                        from other races.                                                                        Else N


     CALPADS File Specifications v2.0                                                                                                                     69
     11/10/2010
                                                                                                             3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                      Operational Updateable
  # Public Name        Type Len Definition                              Code Set     Comments   Validation                 Required      Key        Fields

2.27 Student Race       CS      3      A coded value representing a       See Code              If Student Race Missing       N                          X
     2 Code                            person's Race Category. A Race Set Race                  Indicator is equal to Y
                                       Category is a biological           Category              Then all of the Student
                                       descendancy often, but not                               Race Codes must be
                                       always, reflected in physical                            blank
                                       traits that distinguish it clearly
                                       from other races.

2.28 Student Race       CS      3      A coded value representing a       See Code              If Student Race Missing       N                          X
     3 Code                            person's Race Category. A Race Set Race                  Indicator is equal to
                                       Category is a biological           Category              YThen all of the Student
                                       descendancy often, but not                               Race Codes must be
                                       always, reflected in physical                            blank
                                       traits that distinguish it clearly
                                       from other races.

2.29 Student Race       CS      3      A coded value representing a       See Code              If Student Race Missing       N                          X
     4 Code                            person's Race Category. A Race Set Race                  Indicator is equal to Y
                                       Category is a biological           Category              Then all of the Student
                                       descendancy often, but not                               Race Codes must be
                                       always, reflected in physical                            blank
                                       traits that distinguish it clearly
                                       from other races.

2.30 Student Race       CS      3      A coded value representing a       See Code              If Student Race Missing       N                          X
     5 Code                            person's Race Category. A Race Set Race                  Indicator is equal to Y
                                       Category is a biological           Category              Then all of the Student
                                       descendancy often, but not                               Race Codes must be
                                       always, reflected in physical                            blank
                                       traits that distinguish it clearly
                                       from other races.




    CALPADS File Specifications v2.0                                                                                                                70
    11/10/2010
                                                                                                                 3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                           Operational Updateable
  # Public Name        Type Len Definition                                   Code Set    Comments   Validation                Required        Key        Fields

2.31 Student Race       CS      1      An indication in the data                                    If one or more of the  If all of the                     X
     Missing                           submission to CALPADS of                                     Student Race Codes are Student
     Indicator                         whether or not the student's                                 populated                  Race
                                       reported Race Code fields have                               Then Student Race      Codes are
                                       intentionally been left blank. A                             Missing Indicator must      null
                                       "Y" would indicate that the                                  be equal to N or blank   Then Y;
                                       student's reported Race Code                                                           Else N
                                       fields have intentionally been left
                                       blank, an "N" would indicate that
                                       they were not.

2.32 Grade Level        CS      2      A coded level representing a          See Code                                             Y                          X
     Code                              Grade Level. A Grade Level is         Set Grade
                                       An educational or service level,      Level
                                       denoted by an ordinal number,
                                       such as the “3rd Grade” or the
                                       “12th Grade”; however, Grade
                                       Level can also include infant,
                                       preschool, adult, ungraded
                                       elementary, and ungraded
                                       secondary. Note: there are
                                       different reference sets for
                                       Highest Education Level and
                                       Age.

2.33 Primary            CS      3      A coded value representing the        See Code                                             Y                          X
     Residence                         Primary Residence Category.           Set
     Category                          Primary Residence is a category       Primary
     Code                              describing the location where an      Residence
                                       individual lives most often,          Category
                                       whether or not the location is
                                       considered “permanent.”




    CALPADS File Specifications v2.0                                                                                                                    71
    11/10/2010
                                                                                                                              3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                                          Operational Updateable
  # Public Name        Type Len Definition                                    Code Set       Comments            Validation                Required          Key        Fields

2.34 Interdistrict      CS      1      A coded value representing an          See Code       Report                                             N                          X
     Transfer Code                     Interdistrict Transfer Category.       Set            interdistrict or
                                       An Interdistrict Transfer              Interdistric   intradistrict
                                       Category is a category                 t Transfer     transfers for
                                       describing the type of student         Category       only those
                                       transfer that occurred between                        meeting the
                                       two districts.                                        definition of
                                                                                             any of the
                                                                                             Interdistrict
                                                                                             Transfer
                                                                                             Category
                                                                                             codes in the
                                                                                             CALPADS
                                                                                             Code Set. For
                                                                                             detailed
                                                                                             information
                                                                                             regarding the
                                                                                             types of inter
                                                                                             or intra district
                                                                                             transfer, refer
                                                                                             to the
                                                                                             CALPADS
                                                                                             Data Guide

2.35 District of        CS      7      A unique identifier (county-                          The 7-digit                                         If                        X
     Geographic                        district code) for the district                       County District                               Interdistric
     Residence                         where the student's parents or                        (CD) code                                      t Transfer
                                       guardians reside within the                           must be                                        Code not
                                       district's attendance boundaries;                     submitted.                                         null
                                       or in the case of children living in                                                                  Then Y;
                                       a licensed children's institution                                                                      Else N
                                       (LCI), the attendance boundaries
                                       for the district in which the LCI is
                                       located.


    CALPADS File Specifications v2.0                                                                                                                                  72
    11/10/2010
                                                                                                                    3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                               Operational Updateable
  # Public Name        Type Len Definition                                 Code Set   Comments         Validation                Required         Key        Fields

2.36 Residential        CS      60     The address where an individual                1) A complete                               If Primary                    X
     Address Line                      either receives mail or resides.               student                                    Residence
     1                                 This line of the address consists              address                                     Category
                                       of any of the following                        consists of                                 Code not
                                       components (as outlined in the                 Residential                                    = 100,
                                       United States Postal Service                   Address Line                                110, 120,
                                       Postal Addressing Standards):                  1, Residential                                  130
                                       Primary Number, Predirectional,                Address Line                               (Homeless
                                       Street Name, Street Suffix,                    2, Residential                              ), OR 310
                                       Postdirectional, Secondary Unit                Address City                                 Then Y;
                                       Name, Secondary Unit Number,                   Name,                                         Else N
                                       Post Office Box (in lieu of and                Residential
                                       not in addition to above listed                State/Province
                                       categories).                                   Code, and
                                                                                      Residential
                                                                                      Address Zip
                                                                                      Code.
                                                                                      If student‟s
                                                                                      primary
                                                                                      residence is
                                                                                      an institution
                                                                                      of
                                                                                      incarceration
                                                                                      and the
                                                                                      student‟s
                                                                                      address is
                                                                                      unknown, then
                                                                                      use the
                                                                                      address of the
                                                                                      institution.
                                                                                      2) The
                                                                                      address does
                                                                                      not have to be
                                                                                      in all caps

    CALPADS File Specifications v2.0                                                                                                                       73
    11/10/2010
                                                                                                                    3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                               Operational Updateable
  # Public Name        Type Len Definition                                 Code Set   Comments         Validation                Required         Key        Fields

2.37 Residential        CS      60     A supplemental line of an                      1) A complete                                  N                          X
     Address Line                      individual's address where he or               student
     2                                 she either receives mail or                    address
                                       resides. This line of the address              consists of
                                       typically consists of any                      Residential
                                       components that will not fit on                Address Line
                                       the Residential Address Line 1                 1, Residential
                                       (usually components such as                    Address Line
                                       Secondary Unit Name and                        2, Residential
                                       Number). This line may also                    Address City
                                       contain non-standard                           Name,
                                       components as necessary (e.g.,                 Residential
                                       “attention: John Smith”.) An                   State/Province
                                       address may require more than                  Code, and
                                       one supplementary line,                        Residential
                                       depending on the necessary                     Address Zip
                                       components. For instance, a                    Code.
                                       supplementary line may be
                                                                                      2) The
                                       necessary for a personal
                                                                                      address does
                                       mailbox.
                                                                                      not have to be
                                                                                      in all caps

2.38 Residential        CS      30     The formal name of the city or                 The address                                 If Primary                    X
     Address City                      town where mail is sent or                     does not have                              Residence
     Name                              received. This is a component of               to be in all                                Category
                                       the standardized last line of an               caps                                        Code not
                                       address (as outlined in the                                                                   = 100,
                                       United States Postal Service                                                               110, 120,
                                       Postal Addressing Standards).                                                                  130
                                                                                                                                 (Homeless
                                                                                                                                  ), OR 310
                                                                                                                                   Then Y;
                                                                                                                                    Else N



    CALPADS File Specifications v2.0                                                                                                                       74
    11/10/2010
                                                                                                                        3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                                   Operational Updateable
  # Public Name        Type Len Definition                                 Code Set     Comments           Validation                Required         Key        Fields

2.39 Residential        CS      6      A coded value representing the      See Code                                                   If Primary                    X
     Address State                     abbreviation for a State/Province   Set                                                       Residence
     Province Code                     in an address. A State/Province     State/Prov                                                 Category
                                       is the territory occupied by one    ince                                                       Code not
                                       of the constituent administrative                                                                 = 100,
                                       districts of a nation.                                                                         110, 120,
                                                                                                                                          130
                                                                                                                                     (Homeless
                                                                                                                                      ), OR 310
                                                                                                                                       Then Y;
                                                                                                                                        Else N

2.40 Residential        CS      10     The ZIP code used for the                        Only 5 digit zip                              If Primary                    X
     Address Zip                       location where mail is sent or                   code is                                      Residence
     Code                              received, inclusive of the four-                 required                                      Category
                                       digit ZIP code extension. This is                                                              Code not
                                       a coding system used by the                                                                       = 100,
                                       United States Postal Service to                                                                110, 120,
                                       group addresses. This is a                                                                         130
                                       component of the standard last                                                                (Homeless
                                       line of an address.                                                                            ), OR 310
                                                                                                                                       Then Y;
                                                                                                                                        Else N




    CALPADS File Specifications v2.0                                                                                                                           75
    11/10/2010
                                                                                                                      3. CALPADS File Formats – Student Information



Field                   Field Max                                                                                                               Operational Updateable
  # Public Name         Type Len Definition                                  Code Set     Comments       Validation                Required        Key        Fields

2.41 English             CS      4      A coded value representing an        See Code                                              If Grade                       X
     Language                           individual‟s English Language        Set                                                     Level
     Acquisition                        Acquisition Status as defined by     English                                               Code not
     Status Code                        the State of California. English     Language                                                 = to
                                        Acquisition Status is a category     Acquisitio                                            ADThen
                                        describing an individual‟s English   n Status                                              Y;Else N
                                        language acquisition status          State
                                        based upon on one or more of
                                        the following, as appropriate: the
                                        Home Language Survey (HLS),
                                        the state‟s English language
                                        proficiency assessment, and
                                        other factors.
                                                                                                                                   If English
2.42 English             DT      8      The first day that an English                     Format:       1) Must be greater than                                   X
                                                                                                                                   Language
     Language                           Language Acquisition Status                       CCYYMMDD, Student Birth Date
                                                                                                                                   Acquisitio
     Acquisition                        State for a specific student                      e.g. 20081025
                                                                                                        2) Must be less than or     n Status
     Status Start                       became effective.
                                                                                                        equal to current date         State
     Date
                                                                                                        plus 30 days               Code not
                                                                                                                                    equal to
                                                                                                                                      EO or
                                                                                                                                      TBD
                                                                                                                                    Then Y;
                                                                                                                                     Else N




     CALPADS File Specifications v2.0                                                                                                                        76
     11/10/2010
                                                                                                                      3. CALPADS File Formats – Student Information



Field                   Field Max                                                                                                                Operational Updateable
  # Public Name         Type Len Definition                                  Code Set     Comments       Validation                Required         Key        Fields

2.43 Student             CS      1      A coded value representing an        See Code                                               If English                    X
     Proficient or                      individual‟s English Language        Set                                                   Language
     Advanced for                       Arts Test Proficiency                English                                               Acquisitio
     ELA Code                           Designation. An English Arts         Language                                                n Status
                                        Test Proficiency Designation is      Arts                                                      State
                                        coded value representing             Proficienc                                               Code =
                                        whether or not a student that has    y Test                                                    RFEP
                                        been reclassified/redesignated                                                             (Reclassifi
                                        fluent-English-proficient scored                                                            ed Fluent
                                        proficient or advanced for three                                                              English
                                        years cumulative on the English                                                            Proficient)
                                        Language Arts Standards Test.                                                                Then Y;
                                                                                                                                      Else N

2.44 Student Birth       CS      1      Data element no longer required.                                                                                          N/A
                                                                                                                                       N
     Country                            Fill with Y, N, or blank.
     Special
     Circumstance
     Indicator

2.45 Student Initial     DT      8      The date of a student's first                     Format:       1) Must be greater than    If Student                     X
     US School                          enrollment in a kindergarten                      CCYYMMDD, Student Birth Date                Birth
     Enrollment                         through twelfth grade public or                   e.g. 20081025                             Country
                                                                                                        2) Must be less than or
     Date                               private school (including any                                                              Code Not
                                                                                                        equal to current date
                                        home schooling in grades K-12)                                                             Equal To
                                                                                                        plus six months
                                        in the United States of America                                                               US or
                                        and Puerto Rico. This does NOT                                                               Puerto
                                        include United States territories.                                                         Rico Then
                                                                                                                                   Y Else N




     CALPADS File Specifications v2.0                                                                                                                        77
     11/10/2010
                                                                                                                 3. CALPADS File Formats – Student Information



Field                   Field Max                                                                                                           Operational Updateable
  # Public Name         Type Len Definition                                 Code Set   Comments     Validation                Required         Key        Fields

2.46 Enrolled in US      CS      1      An indication of whether or not a                                                                                    X
     School less                        student has been enrolled in a
                                                                                                                              If Student
     than Three                         US school for less than three
                                                                                                                                 Birth
     Cumulative                         cumulative years. A "Y" would
                                                                                                                               Country
     Years                              indicate that a student has been
                                                                                                                              Code Not
     Indicator                          enrolled for less than three
                                                                                                                              Equal To
                                        years, an "N" would indicate that
                                                                                                                                 US or
                                        the student has not.
                                                                                                                                Puerto
                                                                                                                              Rico Then
                                                                                                                               Y Else N

2.47 Student Initial     CS      9      An identifier representing the                 Format:                                 If Grade                      X
     Ninth Grade                        Academic Year in which a                       CCYY-CCYY                                Level =
     Entry Year                         student entered the ninth grade                (ex. 2008-                             09, 10, 11,
                                        for the very first time in any                 2009)                                     or 12
                                        school. This academic year                                                              Then Y
                                        should be established once and                                                          Else N
                                        would not change through the
                                        course of the student's high
                                        school enrollment in grades 9-
                                        12.




     CALPADS File Specifications v2.0                                                                                                                   78
     11/10/2010
                                                                                                               3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                          Operational Updateable
  # Public Name        Type Len Definition                                 Code Set    Comments   Validation                Required         Key        Fields

2.48 CTE Pathway        CS      3      A coded value representing a        See Code                                            If CTE                      X
     Code                              Career Technical Education          Set                                               Pathway
                                       Career Pathway. A Career            Career                                           Completer
                                       Technical Education Career          Technical                                         Indicator
                                       Pathway is the second level in a    Education                                        is not null
                                       two-tier hierarchy of Career        Pathway                                            Then Y;
                                       Technical Education Industry                                                           Else N
                                       Sectors and Career Pathways.
                                       This category represents a
                                       coherent sequence of rigorous
                                       academic and technical courses
                                       that allows students to apply
                                       academics and develop
                                       technical skills in a curricular
                                       area. Career pathways prepare
                                       students for successful
                                       completion of state academic
                                       and technical standards and
                                       more advanced postsecondary
                                       course work related to the career
                                       in which they are interested. A
                                       pathway must be specified for
                                       each CTE concentrator.




    CALPADS File Specifications v2.0                                                                                                                  79
    11/10/2010
                                                                                                                      3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                               Operational Updateable
  # Public Name        Type Len Definition                                 Code Set    Comments          Validation                Required       Key        Fields

2.49 CTE Pathway        CS      1      An indication of whether or not a                                                             If CTE                       X
     Completer                         career technical education                                                                   Pathway
     Indicator                         secondary concentrator that has                                                              Code is
                                       passed a locally developed and                                                               not null
                                       administered assessment,                                                                     Then Y;
                                       demonstrating competence in a                                                                 Else N
                                       specific career technical
                                       education course sequence
                                       (pathway). A "Y" would indicate
                                       that the student is a Career
                                       Technical Education Pathway
                                       Completer, an "N" would indicate
                                       that the student is not.

2.50 Parent             CS      2      A coded value representing the      See Code                                                    Y                          X
     Guardian                          Highest Educational Level. The      Set
     Highest                           Highest Educational Level is the    Highest
     Education                         highest level of education          Education
     Level Code                        completed by an individual,         Level
                                       including equivalency
                                       certificates. The reference set
                                       item values are ranked in order,
                                       from lowest to highest education
                                       level. Note: there are separate
                                       reference sets for Grade Level
                                       and Degree Type.

2.51 Guardian 1         CS      30     The first name of the first                     If SIS captures   May only include              N                          X
     First Name                        Parent/Guardian contact listed                  both first and    Alphabetic letters,
                                       for a student. This may or may                  last together,    numbers, periods,
                                       not be the Parent/Guardian's                    submit both in    hyphens and
                                       legal name.                                     Guardian 1        apostrophes
                                                                                       Last Name
                                                                                       field


    CALPADS File Specifications v2.0                                                                                                                         80
    11/10/2010
                                                                                                                  3. CALPADS File Formats – Student Information



Field                  Field Max                                                                                                          Operational Updateable
  # Public Name        Type Len Definition                              Code Set   Comments          Validation                Required      Key        Fields

2.52 Guardian 1         CS      50     The last name of the first                                    May only include              N                          X
     Last Name                         Parent/Guardian contact listed                                Alphabetic letters,
                                       for a student. This may or may                                numbers, periods,
                                       not be the Parent/Guardian's                                  hyphens and
                                       legal name.                                                   apostrophes

2.53 Guardian 2         CS      30     The first name of the second                If SIS captures   May only include              N                          X
     First Name                        Parent/Guardian contact listed              both first and    Alphabetic letters,
                                       for a student. This may or may              last together,    numbers, periods,
                                       not be the Parent/Guardian's                submit both in    hyphens and
                                       legal name.                                 Guardian 2        apostrophes
                                                                                   Last Name
                                                                                   field

2.54 Guardian 2         CS      50     The first name of the second                                  May only include              N                          X
     Last Name                         Parent/Guardian contact listed                                Alphabetic letters,
                                       for a student. This may or may                                numbers, periods,
                                       not be the Parent/Guardian's                                  hyphens and
                                       legal name.                                                   apostrophes




    CALPADS File Specifications v2.0                                                                                                                     81
    11/10/2010
                                                               3. CALPADS File Formats – Student Program



3.3      Student Program File Format
3.3.1 Submission Details
This file format is used to submit program information about a student. Program eligibility or
participation data is submitted depending on the specific program and time of the collection.
This format uses the Transaction processing method. The record type of SPRG (Student Program)
must be included in the Record Type field of each record. This record type is required to be submitted
during the following snapshot collection windows:
   Fall 1 - Annual Enrollment Update/Title III Eligible Immigrants
   End of Year 2 - Program Participation
This record type is optional during the following snapshot collection windows providing the LEA
student program information is up to date in CALPADS for the specific snapshot collection window:
   Fall 2 - Course Enrollment/Staff Assignments/EL Services
   Spring 1 – English Learner Acquisition Status/Title III Eligible Immigrants
   End of Year 1 - Course Completion/Career Technical Education (CTE)

3.3.2 Selection Criteria
   Fall 1 Only
        Include all Student Program updates for students enrolled at any time during the current
         academic year that have not been previously reported for the following programs:
             Special Education Program Eligible
             Title I Part C Migrant Eligible
             Gifted and Talented Education Program Eligible
             Free or Reduced Price Meal Program Eligible
        Note: Only Free and Reduced Price Meal Eligible program is required to be submitted each
         year
   Spring 1 Only
        Include all Student Program updates for students enrolled at any time during the current
         academic year that have not been previously reported for the following programs:
             Special Education Program Eligible
             Title I Part C Migrant Eligible
             Gifted and Talented Education Program Eligible
             Free or Reduced Price Meal Program Eligible
   End of Year 2 Only
        Include all Student Program updates for students enrolled at any time during the current
         academic year that have not been previously reported for the following programs:
             Opportunity Program Participation
CALPADS File Specifications v2.0                                                                 82
11/10/2010
                                                                 3. CALPADS File Formats – Student Program


             California Partnership Academy Participation
             California School-Age Families Education (Cal-SAFE) Participation
             NCLB Title I Part A Basic Targeted Participation
             NCLB Title I Part A Neglected Participation
             NCLB Title I Part D Delinquent Participation
             NCLB Title I Part D Neglected Participation
             NCLB Title I Part D At Risk Participation
             NCLB Title I Part D Juvenile Detention Participation
             NCLB Title X Homeless Participation
             CAHSEE Intensive Instruction (optional)
        Note: Education Program Membership End Date should not be submitted to CALPADS at the
         end of the academic year, unless the student will not be enrolled in the program in the
         following year.”
        Note: NCLB Title I Part A Basic Targeted program data must be submitted to CALPADS each
         year in order to capture the services
        Note: Education Program Membership End Date is not required to be submitted when a
         student exits from the school.

3.3.3 Operational Key
The following fields identify the operational key of the Student Program record:
   School of Attendance
   SSID
   Education Program Code
   Education Program Membership Start Date
   Education Service Academic Year
   Education Service Code

3.3.4 Relationship to Other Record Types
This record may be submitted independently of other record types. However, an enrollment record for
the student must exist for the same School of Attendance. In addition, the following rules apply based
on the Education Program Membership Code (e.g., “participating” or “eligible”) submitted:
        If Education Program Membership Code = 1 (“Eligible”) then the Education Program
         Membership Start Date does not have to fall within the range of the student‟s enrollment
         record at that school.
        If Education Program Membership Code = 3 (“Participating”), then the Education Program
         Membership Start Date must be within the range of the student‟s enrollment start date and
         enrollment end date at that school.


CALPADS File Specifications v2.0                                                                  83
11/10/2010
                                                               3. CALPADS File Formats – Student Program


If an LEA creates an SSID or is initially enrolling a student, the submission of this record type should
be followed up with a submission of the Student Information record type to CALPADS.

3.3.5 References
The following references are available for use in the creation of this record:
   None




CALPADS File Specifications v2.0                                                                  84
11/10/2010
                                                                                                                 3. CALPADS File Formats – Student Program


    3.3.6 Record Layout
                                                               Table 3-5: Student Program Record Layout

Field                  Field Max                                                                                                      Operational Updateable
  # Public Name        Type Len Definition                                Code Set      Comments    Validation             Required      Key        Fields

3.01 Record Type        CS      4      A category describing the type of See Code                   Must equal SPRG            Y
     Code                              data record being submitted.      Set Record
                                                                         Type
                                                                         CALPADS

3.02 Transaction        CS      1      A category describing the action   See Code                  If Transaction Type        N
     Type Code                         the system should take on the      Set                       code is null
                                       data record being submitted.       Transaction               Then system will
                                                                          Type                      add or update
                                                                          CALPADS                   transaction;
                                                                                                    Else
                                                                                                    If Transaction Type
                                                                                                    code = D
                                                                                                    Then system will
                                                                                                    delete transaction;
                                                                                                    Else
                                                                                                    If Transaction Type
                                                                                                    code = R
                                                                                                    Then system will
                                                                                                    replace transaction;




    CALPADS File Specifications v2.0                                                                                                              85
    11/10/2010
                                                                                                                         3. CALPADS File Formats – Student Program



Field                  Field Max                                                                                                              Operational Updateable
  # Public Name        Type Len Definition                                 Code Set   Comments              Validation             Required      Key        Fields

3.03 Local Record       CS     255 A local use field to provide the                                                                    N                        X
     ID                            system record identifier for a
                                   submitted record in any
                                   CALPADS file format. This field
                                   will flow through CALPADS and
                                   be provided back to the LEA to
                                   help facilitate locating the
                                   original record in their local SIS
                                   environment.

3.04 Reporting LEA      CS      7      A unique identifier for the                    The 7-digit        Must equal                    Y
                                       educational service institution                County District    institution identifier
                                       responsible for obtaining and                  (CD) code must of submitter User ID
                                       maintaining a student's                        be submitted if
                                       Statewide Student Identifier by                the entity is a
                                       way of an enrollment record in                 district or county
                                       the California Longitudinal Pupil              office.
                                       Achievement Data System
                                                                                      If the entity is an
                                       (CALPADS).
                                                                                      independently
                                                                                      reporting charter
                                                                                      school, the
                                                                                      School (S) code
                                                                                      must be
                                                                                      submitted for
                                                                                      both the
                                                                                      Reporting LEA
                                                                                      and the School
                                                                                      of Attendance.




    CALPADS File Specifications v2.0                                                                                                                      86
    11/10/2010
                                                                                                                        3. CALPADS File Formats – Student Program



Field                  Field Max                                                                                                              Operational Updateable
  # Public Name        Type Len Definition                                  Code Set   Comments            Validation              Required      Key        Fields

3.05 School of          CS      7      A unique identifier for the school              1) The 7-digit      1) Must be a valid         Y           X
     Attendance                        in which the student is enrolled.               School (S) code     code in CDS and
                                                                                       must be             have an active
                                                                                       submitted.          CALPADS reporting
                                                                                                           relationship with the
                                                                                       If the entity is an
                                                                                                           Reporting LEA
                                                                                       independently
                                                                                       reporting charter 2) The Reporting
                                                                                       school, the         LEA and the School
                                                                                       School (S) code of Attendance must
                                                                                       must be             match the
                                                                                       submitted for       enrollment record.
                                                                                       both the School
                                                                                       of Attendance
                                                                                       and the
                                                                                       Reporting LEA.
                                                                                       2) If student
                                                                                       attends an NPS
                                                                                       school, the
                                                                                       School of
                                                                                       Attendance is
                                                                                       identified as
                                                                                       0000001. The
                                                                                       NPS School is
                                                                                       identified in the
                                                                                       element "School
                                                                                       of Attendance
                                                                                       NPS"




    CALPADS File Specifications v2.0                                                                                                                     87
    11/10/2010
                                                                                                                         3. CALPADS File Formats – Student Program



Field                  Field Max                                                                                                              Operational Updateable
  # Public Name        Type Len Definition                                  Code Set   Comments             Validation             Required      Key        Fields

3.06 Academic           CS      9      A unique identifier assigned to a               1) Format:                                      N
     Year ID                           specific Academic Year. An                      CCYY-CCYY
                                       Academic Year is the period                     (ex. 2008-2009)
                                       during which school is in regular
                                                                                       2) Indicates the
                                       session and provides a required
                                                                                       school year
                                       number of days of instruction
                                                                                       associated with
                                       (175 days in California).
                                                                                       the file.

3.07 SSID               CS      10     The unique identifier for the                                        Must be a valid            Y           X
                                       student assigned to or by the                                        CALPADS SSID
                                       first California district in which
                                       the student is enrolled in
                                       accordance with CDE
                                       established standards. This
                                       number follows the student from
                                       school to school throughout
                                       his/her K-12 career.

3.08 Local Student      CS      15     A unique identifier assigned to                 1) Updates to                                   Y
     ID                                the student by a local                          this field must be
                                       educational agency. This may                    made through
                                       not necessarily be the same as                  the SSID
                                       the identifier assigned to the                  Enrollment file;
                                       student at the school level.
                                                                                       2) Field is
                                                                                       included to
                                                                                       assist with the
                                                                                       identification of
                                                                                       the student




    CALPADS File Specifications v2.0                                                                                                                      88
    11/10/2010
                                                                                                                        3. CALPADS File Formats – Student Program



Field                  Field Max                                                                                                             Operational Updateable
  # Public Name        Type Len Definition                                 Code Set   Comments             Validation             Required      Key        Fields

3.09 Student Legal      CS      30     The Student Legal First Name of                1) Updates to        May only include           Y
     First Name                        the student. The Student Legal                 this field must be   Alphabetic letters,
                                       First Name is the first name of                made through         numbers, periods,
                                       the person which is given to a                 the Student          hyphens and
                                       person after birth (e.g., birth,               Information file;    apostrophes
                                       baptism, or other naming
                                                                                      2) Field is
                                       ceremony certificate; or birth
                                                                                      included to
                                       verification document) or through
                                                                                      assist with the
                                       legal action (e.g., marriage,
                                                                                      identification of
                                       divorce, adoption, or name
                                                                                      the student
                                       change).

3.10 Student Legal      CS      50     The Student Legal Last Name of                 1) Updates to        May only include           Y
     Last Name                         the student. The Student Legal                 this field must be   Alphabetic letters,
                                       Last Name is the name borne in                 made through         numbers, periods,
                                       common by members of a                         the Student          hyphens and
                                       person‟s family, or the last name              Information file;    apostrophes
                                       recognized as the formal and
                                                                                      2) Field is
                                       consistent last name given to a
                                                                                      included to
                                       person after birth (e.g., birth,
                                                                                      assist with the
                                       baptism, or other naming
                                                                                      identification of
                                       ceremony certificate; or birth
                                                                                      the student
                                       verification document) or through
                                       legal action (e.g., marriage,
                                       divorce, adoption, or name
                                       change).




    CALPADS File Specifications v2.0                                                                                                                     89
    11/10/2010
                                                                                                                           3. CALPADS File Formats – Student Program



Field                  Field Max                                                                                                                 Operational Updateable
  # Public Name        Type Len Definition                                Code Set       Comments             Validation              Required      Key        Fields

3.11 Student Birth      DT      8      The month, day, and year on                       1) Format:         Student Gender               Y
     Date                              which a person was born based                     CCYYMMDD,          Code and Student
                                       on the Gregorian Calendar.                        e.g. 20081025;     Date of Birth Year
                                                                                                            must equal existing
                                                                                         2) Updates to
                                                                                                            ODS Student
                                                                                         this field must be
                                                                                                            Gender Code and
                                                                                         made through
                                                                                                            Student Date of Birth
                                                                                         the Student
                                                                                                            Year
                                                                                         Information file;
                                                                                         3) Field is
                                                                                         included for
                                                                                         validation and to
                                                                                         assist with the
                                                                                         identification of
                                                                                         the student

3.12 Student            CS      1      A coded value representing the See Code           1) Updates to        Student Gender             Y
     Gender Code                       person's gender. Gender is a         Set Gender   this field must be   Code and Student
                                       person's actual sex or perceived                  made through         Date of Birth Year
                                       sex and includes a person's                       the Student          must equal existing
                                       perceived identity, appearance                    Information file;    ODS Student
                                       or behavior, whether or not that                                       Gender Code and
                                                                                         2) Field is
                                       identity, appearance, or behavior                                      Student Date of Birth
                                                                                         included for
                                       is different from that traditionally                                   Year
                                                                                         validation and to
                                       associated with a person's sex at
                                                                                         assist with the
                                       birth.
                                                                                         identification of
                                                                                         the student




    CALPADS File Specifications v2.0                                                                                                                        90
    11/10/2010
                                                                                                                3. CALPADS File Formats – Student Program



Field                  Field Max                                                                                                          Operational Updateable
  # Public Name        Type Len Definition                                  Code Set    Comments   Validation                  Required      Key        Fields

3.13 Education          CS      3      A coded value for an Education       See Code               1) If Education                Y           X
     Program Code                      Program. An Education Program        Set                    Program Code = 131
                                       represents a set of                  Education              (NCLB Title X
                                       interdependent or interrelated       Program                Homeless)Then
                                                                                                   Primary Residence
                                       activities and procedures                                   Category in Student
                                       designed to accomplish a                                    Information file must =
                                       predetermined goal/objective or                             100, 110, 120, OR
                                       set of goals/objectives. Due to                             130;
                                       the vast nature of Education
                                                                                                   2) If Primary Disability
                                       Programs, the focus is on the
                                                                                                   Code is populatedThen
                                       Education Programs that are                                 Education Program
                                       administered by the California                              Code must equal 144
                                       Department of Education and                                 (Special Education);
                                       with legal data reporting
                                                                                                   3) If District of Special
                                       requirements and/or funding
                                                                                                   Education
                                       allocation purpose, or in some                              Accountability is
                                       cases, Education Programs that                              populatedThen
                                       are run locally with no specific                            Education Program
                                       source of state or federal                                  Code must equal 144
                                       funding. An Education Program                               (Special Education)
                                       has one or more of the following                            4) If California
                                       characteristics: 1) Authorized by                           Partnership Academy
                                       either the Federal or State                                 ID is populatedThen
                                       Legislature; 2) Funded with                                 Education Program
                                       specific Federal and/or State                               Code must equal 113
                                       allocated funding sources; 3)                               (California Partnership
                                       Serve a specific population or                              Academy)
                                       used for a specific purpose as                              5) If Migrant Student ID
                                       stated in the laws or regulations;                          is populatedThen
                                       4) Is a locally funded and                                  Education Program
                                       operated program that serves a                              Code must equal 135
                                       specific population of students of                          (Migrant)
                                       interest to the California
                                       Department of Education and
                                       other state or federal agencies.

    CALPADS File Specifications v2.0                                                                                                                91
    11/10/2010
                                                                                                                             3. CALPADS File Formats – Student Program



Field                  Field Max                                                                                                                    Operational Updateable
  # Public Name        Type Len Definition                                   Code Set     Comments              Validation               Required      Key        Fields

3.14 Education          CS      1      A coded value representing a          See Code     The requested         If Education                Y                       X
     Program                           Membership Category.                  Set          Education             Program Code = 127
     Membership                        Membership Category is a              Membership   Program               (Gifted and Talented
     Code                              category describing the               Category     Membership            Education (GATE)),
                                       prescribed levels of inclusion for                 Code is eligibility   144 (Special
                                       an Education Program. For                          for GATE,             Education), 175
                                       example, eligible or participating.                Special               (Free or Reduced
                                                                                          Education, Free       Price Meal
                                                                                          or Reduced            Program), (135) Title
                                                                                          Price Meal            I Part C Migrant
                                                                                          Program, and          Then Education
                                                                                          Title I Part C        Program
                                                                                          Migrant. If           Membership Code
                                                                                          eligibility is not    can be 1 (Eligible) or
                                                                                          available then        3 (Participating)
                                                                                          provide
                                                                                                                Else
                                                                                          participation.
                                                                                                            Education Program
                                                                                          This code
                                                                                                            Membership Code
                                                                                          should include
                                                                                                            must equal 3
                                                                                          students that
                                                                                                            (Participating)
                                                                                          have met the
                                                                                          criteria for
                                                                                          eligibility who
                                                                                          may NOT be
                                                                                          receiving
                                                                                          services as well
                                                                                          as those eligible
                                                                                          AND receiving
                                                                                          services.




    CALPADS File Specifications v2.0                                                                                                                          92
    11/10/2010
                                                                                                                      3. CALPADS File Formats – Student Program



Field                  Field Max                                                                                                           Operational Updateable
  # Public Name        Type Len Definition                              Code Set   Comments              Validation             Required      Key        Fields

3.15 Education          DT      8      The first day that a Student                Format:        1) Must be greater                Y           X
     Program                           Education Program Membership                CCYYMMDD, e.g. than Student Birth
     Membership                        Category became effective.                  20081025       Date
     Start Date                        Student Education Program                   1) When reporting     2) If Education
                                       Membership Category is a                    ELIGIBILITY,
                                                                                                         Program
                                       specific Education Program                  provide the very
                                                                                   first date that the   Membership Code
                                       Membership Category for a
                                                                                   student was           equals 3
                                       specific Student at particular
                                                                                   identified as         (Participating)
                                       school.
                                                                                   eligible (except in
                                                                                   programs that
                                                                                                         Then
                                                                                   require eligibility   Student must be
                                                                                   renewal annual        enrolled in the
                                                                                   such as the Free
                                                                                                         School of
                                                                                   and Reduced
                                                                                   Price Meal            Attendance in this
                                                                                   Program - this        record during the
                                                                                   would be the first    Education Program
                                                                                   date each year        Membership Date
                                                                                   that the student      Range specified.
                                                                                   was identified as
                                                                                   eligible).        3) Must be less than
                                                                                                     or equal to current
                                                                                   2) When reporting date plus six months
                                                                                   PARTICIPATION,
                                                                                   must be greater
                                                                                   than or equal to
                                                                                   first Student
                                                                                   School Start Date
                                                                                   in CALPADS
                                                                                   3) When reporting
                                                                                   PARTICIPATION
                                                                                   must be less than
                                                                                   or equal to current
                                                                                   date plus six
                                                                                   months




    CALPADS File Specifications v2.0                                                                                                                   93
    11/10/2010
                                                                                                                      3. CALPADS File Formats – Student Program



Field                  Field Max                                                                                                            Operational Updateable
  # Public Name        Type Len Definition                                 Code Set   Comments           Validation             Required       Key        Fields

3.16 Education          DT      8      The last day that a Student                    Format:            1) Must be greater         N                        X
     Program                           Education Program Membership                   CCYYMMDD,          than or equal to
     Membership                        Category was effective. Student                e.g. 20081025      Education Program
     End Date                          Education Program Membership                                      Membership Start
                                       Category is a specific Education                                  Date
                                       Program Membership Category
                                                                                                         2) Must be less than
                                       for a specific Student at
                                                                                                         or equal to School
                                       particular school.
                                                                                                         Enrollment Exit date
                                                                                                         3) Must be greater
                                                                                                         than Student Birth
                                                                                                         Date
                                                                                                         4) Must be within
                                                                                                         Academic Year
                                                                                                         specified in file

3.17 Education          CS      9      The Academic Year in which an                  1) Format:                                     If         X
     Service                           Education Service was received                 CCYY-CCYY                                 Education
     Academic                          for a particular student. An                   (ex. 2008-2009)                           Program
     Year                              Academic Year is the period                                                               Code =
                                                                                      2) Indicates the
                                       during which school is in regular                                                           122
                                                                                      school year
                                       session and provides a required                                                           (NCLB
                                                                                      associated with
                                       number of days of instruction                                                              Title 1
                                                                                      the file.
                                       (175 days in California).                                                                  Part A
                                                                                                                                  Basic
                                                                                                                                Targeted)
                                                                                                                                 Then Y;
                                                                                                                                 Else N




    CALPADS File Specifications v2.0                                                                                                                   94
    11/10/2010
                                                                                                                   3. CALPADS File Formats – Student Program



Field                  Field Max                                                                                                           Operational Updateable
  # Public Name        Type Len Definition                                 Code Set        Comments   Validation             Required         Key        Fields

3.18 Education          CS      2      A coded value representing an       See Code                   1) If Education           If             X
     Service Code                      Education Service. An Education     Set                        Program Code does    Education
                                       Service is specific service or      Education                  not equal 122        Program
                                       services that are performed         Service Title              (NCLB Title 1 Part A  Code =
                                       within an Education Service         I Part A                   Basic Targeted)         122
                                       Category. Every Education           Basic                      Then Education        (NCLB
                                       Program provides one or more                                   Service Code must      Title 1
                                       services to students. Each of                                  be null                Part A
                                       these services falls within an                                                        Basic
                                       Education Service Category.                                                         Targeted)
                                                                                                      2) If Education
                                                                                                                            Then Y;
                                                                                                      Program Code = 122
                                                                                                                            Else N
                                                                                                      (NCLB Title 1 Part A
                                                                                                      Basic Targeted)
                                                                                                      Then Education
                                                                                                      Service Code must =
                                                                                                      -05, 06, 07, 08, 09,
                                                                                                      10, 11, 12, or 13

3.19 California         CS      4      A state level unique identifier                                Must be a valid             If                       X
     Partnership                       assigned to a specific California                              identifier             Education
     Academy ID                        Partnership Academy within a                                                           Program
                                       school that a student is assigned                                                      Code =
                                       to. For instance, a student may                                                          113
                                       be assigned to a Health                                                               (California
                                       Academy.                                                                              Partnershi
                                                                                                                                  p
                                                                                                                             Academy)
                                                                                                                              Then Y;
                                                                                                                               Else N




    CALPADS File Specifications v2.0                                                                                                                 95
    11/10/2010
                                                                                                                              3. CALPADS File Formats – Student Program



Field                   Field Max                                                                                                                    Operational Updateable
  # Public Name         Type Len Definition                                    Code Set     Comments             Validation             Required        Key        Fields

3.20 Migrant             CS      12     A unique identifier assigned to                     This is the                                     If                       X
     Student ID                         each participant in the Migrant                     federal Migrant                             Education
                                        Education Program by the                            Student                                     Program
                                        California Department of                            Directory (MSD)                              Code =
                                        Education.                                          number as                                      135
                                                                                            assigned in the                             (Migrant)
                                                                                            Migrant Student                              Then Y;
                                                                                            Information                                  Else N
                                                                                            Exchange
                                                                                            (MSIX) data
                                                                                            system. This is
                                                                                            NOT the
                                                                                            identifier used in
                                                                                            the COE Star
                                                                                            system, which is
                                                                                            alphanumeric.

3.21 Primary             CS      3      A coded value representing a           See Code                          If any other program        If                      X
     Disability                         Disability Category. Disability        Set                               than Special           Education
     Code                               Category is the disability             Disability                        Education then field    Program
                                        category that best describes an        Category                          must be null             Code =
                                        individual's condition -a physical                                                                 144
                                        or mental impairment that                                                                        (Special
                                        substantially limits one or more                                                                Education)
                                        of the major life activities of such                                                             Then Y;
                                        individual: a record of such                                                                      Else N
                                        impairment; or being regarded
                                        as having such an impairment.
                                        The phrase major life activities
                                        means functions such as caring
                                        for one's self, performing manual
                                        tasks, walking, seeing, hearing,
                                        speaking, breathing, learning,
                                        and working.


     CALPADS File Specifications v2.0                                                                                                                          96
     11/10/2010
                                                                                                                         3. CALPADS File Formats – Student Program



Field                   Field Max                                                                                                               Operational Updateable
  # Public Name         Type Len Definition                                    Code Set   Comments          Validation             Required        Key        Fields

3.22 District of         CS      7      A unique identifier (county-                      The 7-digit       If any other program        If                      X
     Special                            district code) for the district that              County District   than Special           Education
     Education                          is responsible for ensuring that                  (CD) or 7-digit   Education then field    Program
     Accountability                     special education services are                    charter school    must be null             Code =
                                        provided for a student                            code (if the                                 144
                                        participating in special education                charter school                            (Special
                                        (students with an Individualized                  has received                             Education)
                                        Education Plan [IEP]). For                        CDE-approval to                             Then
                                        example, if a student is                          be its own LEA                            Y;Else N
                                        transferred to another district for               for special
                                        services because their district of                education
                                        geographical residence does not                   purposes) must
                                        provide those services, the                       be submitted
                                        district of geographical residence
                                                                                          See the
                                        would be the District of Special
                                                                                          CALPADS Data
                                        Education Accountability, and
                                                                                          Guide for
                                        NOT the district that was
                                                                                          specific
                                        providing the services (District of
                                                                                          information on
                                        Service).
                                                                                          how to
                                                                                          determine the
                                                                                          District of
                                                                                          Special
                                                                                          Education
                                                                                          Accountability.




     CALPADS File Specifications v2.0                                                                                                                     97
     11/10/2010
                                                              3. CALPADS File Formats – Student Discipline



3.4      Student Discipline File Format
3.4.1 Submission Details
This file format is used to submit student discipline information. The LEA is required to identify the
Student Offense that has been designated by the local educational agency as having the highest
degree of severity as compared to any other Offenses that occurred in the same incident. Additionally,
the LEA is required to submit the final Disciplinary Action taken against the student for a specific
incident. This action may be the result of multiple offenses within an incident and may not necessarily
be the same action that was recommended for the student.
This file format is also used to submit student truant information. If submitting both discipline and
truant information for a student, two or more records must be submitted. The discipline information
may not be submitted with the truant information on one record.
This format uses the Replacement by School of Attendance and Academic Year processing method.
The record type of SDIS (Student Discipline) must be included in the Record Type field of each
record. This record type is required to be submitted during the following snapshot collection windows:
   End of Year 3 - Discipline/Truancy

3.4.2 Selection Criteria
   All Submissions (note that all submissions use same selection criteria)
        Include all Student Discipline updates for students enrolled at any time during the Reporting
         Year (i.e., academic year).

3.4.3 Operational Key
The following fields identify the operational key of the Student Discipline record:
   School of Attendance
   Academic Year ID

3.4.4 Relationship to Other Record Types
This record may be submitted independently of other record types. However, an enrollment record for
the Reporting LEA must exist for this student for the time period that the incident occurred.

3.4.5 References
The following references are available for use in the creation of this record:
   None




CALPADS File Specifications v2.0                                                                  98
11/10/2010
                                                                                                               3. CALPADS File Formats – Student Discipline


    3.4.6 Record Layout
                                                              Table 3-6: Student Discipline Record Layout

Field                  Field Max                                                                                                       Operational Updateable
  # Public Name        Type Len Definition                             Code Set      Comments        Validation             Required      Key        Fields

4.01 Record Type        CS      4      A category describing the type See Code                       Must equal SDIS           Y
     Code                              of data record being submitted. Set Record
                                                                       Type
                                                                       CALPADS

4.02 Transaction        CS      1      A category describing the       See Code                      If Transaction Type       N
     Type Code                         action the system should take   Set                           code is null
                                       on the data record being        Transaction                   Then system will
                                       submitted.                      Type                          add or update
                                                                       CALPADS                       transaction;
                                                                                                     Else
                                                                                                     If Transaction Type
                                                                                                     code = D
                                                                                                     Then system will
                                                                                                     delete transaction;
                                                                                                     Else
                                                                                                     If Transaction Type
                                                                                                     code = R
                                                                                                     Then system will
                                                                                                     replace transaction;




    CALPADS File Specifications v2.0                                                                                                                99
    11/10/2010
                                                                                                                   3. CALPADS File Formats – Student Discipline



Field                  Field Max                                                                                                           Operational Updateable
  # Public Name        Type Len Definition                               Code Set   Comments              Validation            Required      Key        Fields

4.03 Local Record       CS     255 A local use field to provide the                                                                N                          X
     ID                            system record identifier for a
                                   submitted record in any
                                   CALPADS file format. This
                                   field will flow through
                                   CALPADS and be provided
                                   back to the LEA to help
                                   facilitate locating the original
                                   record in their local SIS
                                   environment.

4.04 Reporting LEA      CS      7      A unique identifier for the                  The 7-digit County Must equal                  Y
                                       educational service institution              District (CD) code institution identifier
                                       responsible for obtaining and                must be submitted of submitter User ID
                                       maintaining a student's                      if the entity is a
                                       Statewide Student Identifier by              district or county
                                       way of an enrollment record in               office.
                                       the California Longitudinal
                                                                                    If the entity is an
                                       Achievement Data System
                                                                                    independently
                                       (CALPADS).
                                                                                    reporting charter
                                                                                    school, the School
                                                                                    (S) code must be
                                                                                    submitted for both
                                                                                    the Reporting LEA
                                                                                    and the School of
                                                                                    Attendance.




    CALPADS File Specifications v2.0                                                                                                                    100
    11/10/2010
                                                                                                                     3. CALPADS File Formats – Student Discipline



Field                  Field Max                                                                                                              Operational Updateable
  # Public Name        Type Len Definition                                  Code Set   Comments            Validation              Required      Key        Fields

4.05 School of          CS      7      A unique identifier for the                     The 7-digit School Must be a valid code        Y           X
     Attendance                        school that delivers a majority                 (S) code must be in CDS and have an
                                       of educational instruction and                  submitted.          active CALPADS
                                       services and is where the                                           reporting
                                                                                       If the entity is an
                                       student attends.                                                    relationship with the
                                                                                       independently
                                                                                                           Reporting LEA
                                                                                       reporting charter
                                                                                       school, the School
                                                                                       (S) code must be
                                                                                       submitted for both
                                                                                       the School of
                                                                                       Attendance and
                                                                                       the Reporting
                                                                                       LEA.

4.06 Academic           CS      9      A unique identifier assigned to                 1) Format: CCYY-                               Y           X
     Year ID                           a specific Academic Year. An                    CCYY (ex. 2008-
                                       Academic Year is the period                     2009)
                                       during which school is in
                                                                                       2) Indicates the
                                       regular session and provides a
                                                                                       school year
                                       required number of days of
                                                                                       associated with
                                       instruction (175 days in
                                                                                       the file.
                                       California).

4.07 SSID               CS      10     The unique identifier for the                                       Must be a valid            Y
                                       student assigned to or by the                                       CALPADS SSID
                                       first California district in which
                                       the student is enrolled in
                                       accordance with CDE
                                       established standards. This
                                       number follows the student
                                       from school to school
                                       throughout his/her K-12
                                       career.



    CALPADS File Specifications v2.0                                                                                                                      101
    11/10/2010
                                                                                                                      3. CALPADS File Formats – Student Discipline



Field                  Field Max                                                                                                             Operational Updateable
  # Public Name        Type Len Definition                               Code Set   Comments                Validation            Required      Key        Fields

4.08 Local Student      CS      15     A unique identifier assigned to              1) Updates to this                                Y
     ID                                the student by a local                       field must be
                                       educational agency. This may                 made through the
                                       not necessarily be the same as               SSID Enrollment
                                       the identifier assigned to the               file;
                                       student at the school level.
                                                                                    2) Field is included
                                                                                    to assist with the
                                                                                    identification of the
                                                                                    student

4.09 Student Legal      CS      30     The Student Legal First Name                 1) Updates to this      May only include          Y
     First Name                        of the student. The Student                  field must be           Alphabetic letters,
                                       Legal First Name is the first                made through the        numbers, periods,
                                       name of the person which is                  Student                 hyphens and
                                       given to a person after birth                Information file;       apostrophes
                                       (e.g., birth, baptism, or other
                                                                                    2) Field is included
                                       naming ceremony certificate;
                                                                                    to assist with the
                                       or birth verification document)
                                                                                    identification of the
                                       or through legal action (e.g.,
                                                                                    student
                                       marriage, divorce, adoption, or
                                       name change).




    CALPADS File Specifications v2.0                                                                                                                       102
    11/10/2010
                                                                                                                        3. CALPADS File Formats – Student Discipline



Field                  Field Max                                                                                                               Operational Updateable
  # Public Name        Type Len Definition                                 Code Set   Comments                Validation            Required      Key        Fields

4.10 Student Legal      CS      50     The Student Legal Last Name                    1) Updates to this      May only include          Y
     Last Name                         of the student. The Student                    field must be           Alphabetic letters,
                                       Legal Last Name is the name                    made through the        numbers, periods,
                                       borne in common by members                     Student                 hyphens and
                                       of a person‟s family, or the last              Information file;       apostrophes
                                       name recognized as the formal
                                                                                      2) Field is included
                                       and consistent last name given
                                                                                      to assist with the
                                       to a person after birth (e.g.,
                                                                                      identification of the
                                       birth, baptism, or other naming
                                                                                      student
                                       ceremony certificate; or birth
                                       verification document) or
                                       through legal action (e.g.,
                                       marriage, divorce, adoption, or
                                       name change).

4.11 Student Birth      DT      8      The month, day, and year on                    1) Format:         Student Gender                 Y
     Date                              which a person was born                        CCYYMMDD, e.g. Code and Student
                                       based on the Gregorian                         20081025;          Date of Birth Year
                                       Calendar.                                                         must equal existing
                                                                                      2) Updates to this
                                                                                                         ODS Student
                                                                                      field must be
                                                                                                         Gender Code and
                                                                                      made through the
                                                                                                         Student Date of Birth
                                                                                      Student
                                                                                                         Year
                                                                                      Information file;
                                                                                      3) Field is included
                                                                                      for validation and
                                                                                      to assist with the
                                                                                      identification of the
                                                                                      student




    CALPADS File Specifications v2.0                                                                                                                         103
    11/10/2010
                                                                                                                     3. CALPADS File Formats – Student Discipline



Field                   Field Max                                                                                                                  Operational Updateable
  # Public Name         Type Len Definition                                Code Set   Comments              Validation              Required          Key        Fields

4.12 Student             CS      1      A coded value representing        See Code    1) Updates to this    Student Gender               Y
     Gender Code                        the person's gender. Gender is Set Gender     field must be         Code and Student
                                        a person's actual sex or                      made through the      Date of Birth Year
                                        perceived sex and includes a                  Student               must equal existing
                                        person's perceived identity,                  Information file;     ODS Student
                                        appearance or behavior,                                             Gender Code and
                                                                                      2) Field is included
                                        whether or not that identity,                                       Student Date of Birth
                                                                                      for validation and
                                        appearance, or behavior is                                          Year
                                                                                      to assist with the
                                        different from that traditionally
                                                                                      identification of the
                                        associated with a person's sex
                                                                                      student
                                        at birth.

4.13 Disciplinary        CS      20     A unique identifier for a                     This field must not   1) Disciplinary          If Student
     Incident ID                        Disciplinary Incident. A                      be provided if        Incident ID Local          Truant
     Local                              Disciplinary Incident is defined              Student Truant        and Student Truant      Indicator =
                                        as one or more Student                        Indicator is          Indicator are           N or is null
                                        Offenses that occur on the                    populated as 'Y' in   mutually exclusive.         Then
                                        same date at the same time.                   the record.           One and only one          Y;Else N
                                                                                      Another record        field must be
                                                                                      must be submitted     populated
                                                                                      for the student
                                                                                                            2) Must be unique
                                                                                      discipline
                                                                                                            by Academic Year
                                                                                      information.
                                                                                                            and School




     CALPADS File Specifications v2.0                                                                                                                         104
     11/10/2010
                                                                                                                   3. CALPADS File Formats – Student Discipline



Field                   Field Max                                                                                                             Operational Updateable
  # Public Name         Type Len Definition                               Code Set   Comments            Validation              Required        Key        Fields

4.14 Disciplinary        DT      8      The date on which a                          1) Format:          1) Student must be     If Student
     Incident                           Disciplinary Incident occurred.              CCYYMMDD, e.g. enrolled in your              Truant
     Occurrence                                                                      20081025            school during the     Indicator =
     Date                                                                                                Disciplinary Incident N or is null
                                                                                     2) This field must
                                                                                                         Occurrence Date         Then Y;
                                                                                     not be provided if
                                                                                                         specified;               Else N
                                                                                     Student Truant
                                                                                     Indicator is        2) Disciplinary
                                                                                     populated as 'Y' in Incident Occurrence
                                                                                     the record.         Date must be within
                                                                                     Another record      Academic Year
                                                                                     must be submitted specified;
                                                                                     for the student
                                                                                                         3) Disciplinary
                                                                                     discipline
                                                                                                         Incident Occurrence
                                                                                     information.
                                                                                                         Date must be
                                                                                                         greater than or equal
                                                                                                         to first Student
                                                                                                         School Start Date in
                                                                                                         CALPADS;
                                                                                                         4) Must be less than
                                                                                                         or equal to current
                                                                                                         date
                                                                                                         5) An incident with
                                                                                                         multiple offenses
                                                                                                         must have the same
                                                                                                         Disciplinary Incident
                                                                                                         Occurrence Date;




     CALPADS File Specifications v2.0                                                                                                                    105
     11/10/2010
                                                                                                                     3. CALPADS File Formats – Student Discipline



Field                  Field Max                                                                                                                   Operational Updateable
  # Public Name        Type Len Definition                           Code Set       Comments              Validation                Required          Key        Fields

4.15 Student            CS      3      A coded value representing     See Code      This field must not   If Weapon Category         If Student
     Offense Code                      the Student Offense. A         Set Student   be provided if        Code is populated            Truant
                                       Student Offense is a category Offense        Student Truant        Then Student              Indicator =
                                       describing an allegation or                  Indicator is          Offense Code must         N or is null
                                       reason for which a student was               populated as 'Y' in   equal '100', '101',         Then Y;
                                       suspended or expelled from                   the record.           '102', '103', '104', or      Else N
                                       school.                                      Another record        '105'
                                                                                    must be submitted
                                                                                    for the student
                                                                                    discipline
                                                                                    information.




    CALPADS File Specifications v2.0                                                                                                                          106
    11/10/2010
                                                                                                                   3. CALPADS File Formats – Student Discipline



Field                  Field Max                                                                                                              Operational Updateable
  # Public Name        Type Len Definition                           Code Set       Comments              Validation            Required         Key        Fields

4.16 Incident Most      CS      3      A coded value representing     See Code      Report the most       Incident Most          If Student
     Severe                            the Student Offense that has   Set Student   severe Offense for    Severe Offense           Truant
     Offense Code                      been designated by the local   Offense       the Incident as a     Code must be the      Indicator =
                                       educational agency as having                 whole and NOT for     same (repeated) for N or is null
                                       the highest degree of severity               each student          each record within a    Then Y;
                                       as compared to any other                     involved in the       reported Disciplinary    Else N
                                       Offenses that occurred in the                incident.             Incident ID Local
                                       same incident. A Student                                           value.
                                                                                    See the CALPADS
                                       Offense is a category
                                                                                    Data Guide for
                                       describing an allegation or
                                                                                    information on
                                       reason for which a student was
                                                                                    determining which
                                       suspended or expelled from
                                                                                    Offense is the
                                       school.
                                                                                    most severe.
                                                                                    This field must not
                                                                                    be provided if
                                                                                    Student Truant
                                                                                    Indicator is
                                                                                    populated as 'Y' in
                                                                                    the record.
                                                                                    Another record
                                                                                    must be submitted
                                                                                    for the student
                                                                                    discipline
                                                                                    information.




    CALPADS File Specifications v2.0                                                                                                                     107
    11/10/2010
                                                                                                                      3. CALPADS File Formats – Student Discipline



Field                  Field Max                                                                                                                Operational Updateable
  # Public Name        Type Len Definition                             Code Set        Comments              Validation           Required         Key        Fields

4.17 Weapon             CS      2      A coded value representing         See Code     This field must not                        If Student
     Category                          the Weapon Category. A             Set Weapon   be provided if                              Offense
     Code                              Weapon Category is category Category            Student Truant                               Code =
                                       describing which type of                        Indicator is                                  '100',
                                       firearm or other weapon was                     populated as 'Y' in                           '101',
                                       used in an incident occurring                   the record.                                   '102',
                                       within the jurisdiction of a local              Another record                                '103',
                                       educational agency.                             must be submitted                           '104', or
                                                                                       for the student                            '105', and
                                                                                       discipline                                   Student
                                                                                       information.                                 Truant
                                                                                                                                 Indicator =
                                                                                                                                 N or is null
                                                                                                                                   Then Y;
                                                                                                                                    Else N




    CALPADS File Specifications v2.0                                                                                                                       108
    11/10/2010
                                                                                                                         3. CALPADS File Formats – Student Discipline



Field                  Field Max                                                                                                                    Operational Updateable
  # Public Name        Type Len Definition                                Code Set       Comments              Validation            Required          Key        Fields

4.18 Incident           CS      3      A coded value representing         See Code       This field must not   If Expulsion           If Student
     Disciplinary                      the final Disciplinary Action      Set            be provided if        Modification             Truant
     Action Taken                      Category taken against the         Disciplinary   Student Truant        Category Code is      Indicator =
     Code                              student for a specific incident.   Action         Indicator is          populated             N or is null
                                       This action may be the result      Category       populated as 'Y' in                             Then
                                                                                                               Then Incident
                                       of multiple offenses within an                    the record.                                   Y;Else N
                                                                                                               Disciplinary Action
                                       incident and may not                              Another record
                                                                                                               Taken Code must
                                       necessarily be the same action                    must be submitted
                                                                                                               equal 200
                                       that was recommended for the                      for the student
                                                                                                               (Expulsion)
                                       student. A Disciplinary Action                    discipline
                                       Category is a category                            information.
                                       describing an action taken
                                       when a student is subject to or
                                       recommended for disciplinary
                                       action. Example: If a student
                                       is initially suspended, then
                                       later expelled for an incident,
                                       this record would capture the
                                       expulsion only.

4.19 Disciplinary   CS          2      A coded value representing         See Code       This field must not                               If
     Action                            the Disciplinary Action            Set            be provided if                              Education
     Authority Code                    Authority. A Disciplinary Action   Disciplinary   Student Truant                               Program
                                       Authority is an agency which       Action         Indicator is                                   Code =
                                       authorizes any disciplinary        Authority      populated as 'Y' in                             144
                                       action against a student.                         the record.                                   (Special
                                                                                         Another record                              Education)
                                                                                         must be submitted                               and
                                                                                         for the student                               Student
                                                                                         discipline                                     Truant
                                                                                         information.                                Indicator =
                                                                                                                                     N or is null
                                                                                                                                       Then Y;
                                                                                                                                        Else N


    CALPADS File Specifications v2.0                                                                                                                           109
    11/10/2010
                                                                                                                     3. CALPADS File Formats – Student Discipline



Field                   Field Max                                                                                                              Operational Updateable
  # Public Name         Type Len Definition                                Code Set   Comments              Validation           Required         Key        Fields

4.20 Incident            CS      3      The length of time, in school                 This field must not                             If
     Disciplinary                       days, that a Disciplinary Action              be provided if                            Education
     Action                             for a student for a specific                  Student Truant                             Program
     Duration Days                      incident lasted.                              Indicator is                                 Code =
                                                                                      populated as 'Y' in                           144
                                                                                      the record.                                 (Special
                                                                                      Another record                            Education)
                                                                                      must be submitted                             and
                                                                                      for the student                             Student
                                                                                      discipline                                   Truant
                                                                                      information.                              Indicator =
                                                                                                                                N or is null
                                                                                                                                  Then Y;
                                                                                                                                   Else N

4.21 Student             CS      1      An indicator of whether or not                This field must not                             If
     Instructional                      a student is receiving                        be provided if                            Education
     Support                            instructional support from the                Student Truant                             Program
     Indicator                          local educational agency                      Indicator is                                 Code =
                                        during a disciplinary action. A               populated as 'Y' in                           144
                                        Y would indicate that the                     the record.                                 (Special
                                        student is receiving                          Another record                            Education)
                                        instructional support; an N                   must be submitted                             and
                                        would indicate that the student               for the student                             Student
                                        is not receiving any                          discipline                                   Truant
                                        instructional support (a total                information.                              Indicator =
                                        cessation of educational                                                                N or is null
                                        services).                                                                                Then Y;
                                                                                                                                   Else N




     CALPADS File Specifications v2.0                                                                                                                     110
     11/10/2010
                                                                                                                  3. CALPADS File Formats – Student Discipline



Field                  Field Max                                                                                                            Operational Updateable
  # Public Name        Type Len Definition                          Code Set       Comments              Validation           Required         Key        Fields
                                                                                                                                   If
4.22 Expulsion          CS      3      A coded value representing   See Code       This field must not
                                                                                                                             Disciplinar
     Modification                      the Expulsion Modification   Set            be provided if
                                                                                                                              y Action =
     Category                          Category. An Expulsion       Expulsion      Student Truant
                                                                                                                                 200
     Code                              Modification Category is a   Modification   Indicator is
                                                                                                                             (Expulsion
                                       category describing a        Category       populated as 'Y' in
                                                                                                                                   )
                                       modification made to an                     the record.
                                                                                                                                 and
                                       expulsion order, such as                    Another record
                                                                                                                               Student
                                       shortening the term of the                  must be submitted
                                                                                                                                Truant
                                       expulsion.                                  for the student
                                                                                                                             Indicator =
                                                                                   discipline
                                                                                                                             N or is null
                                                                                   information.
                                                                                                                               Then Y ;
                                                                                                                                Else N




    CALPADS File Specifications v2.0                                                                                                                   111
    11/10/2010
                                                                                                                    3. CALPADS File Formats – Student Discipline



Field                  Field Max                                                                                                             Operational Updateable
  # Public Name        Type Len Definition                               Code Set   Comments              Validation              Required      Key        Fields

4.23 Student Truant CS          1      An indication of whether or not              This field must not   Disciplinary Incident      N
     Indicator                         a student has been designated                be provided if        ID Local and
                                       as truant by their local                     Student Discipline    Student Truant
                                       educational agency according                 Information is        Indicator are
                                       to Education Code Section                    populated in the      mutually exclusive.
                                       48260(a) "Any pupil subject to               record. Another       One and only one
                                       compulsory full-time education               record must be        field must be
                                       or to compulsory continuation                submitted to          populated
                                       education who is absent from                 indicate the
                                       school without valid excuse                  student is truant.
                                       three full days in one school
                                       year or tardy or absent for
                                       more than any 30-minute
                                       period during the school day
                                       without a valid excuse on three
                                       occasions in one school year,
                                       or any combination thereof, is
                                       a truant and shall be reported
                                       to the attendance supervisor or
                                       to the superintendent of the
                                       school district." A "Y" would
                                       indicate that the student is a
                                       truant. An "N" would indicate
                                       that the student is not.




    CALPADS File Specifications v2.0                                                                                                                     112
    11/10/2010
                                                                 3. CALPADS File Formats – Student Health



3.5      Student Health File Format
3.5.1 Submission Details
This file format is used to submit health information about a student. This record type is optional for
submission to CALPADS.
This format uses the Effective Date processing method. The record type of SHTH (Student Health)
must be included in the Record Type field of each record.

3.5.2 Selection Criteria
   All Submissions (note that all submissions use same selection criteria)
        Include all Student Health updates for students actively enrolled at the time of submission that
         have not been previously reported

3.5.3 Operational Key
The following fields identify the operational key of the Student Health record:
   SSID
   Immunization Health Screening Code
   Immunization Health Screening Code Sequence
3.5.4 Relationship to Other Record Types
This record may be submitted independently of other record types. However, an enrollment record for
the Reporting LEA must exist for this student on the effective date.
3.5.5 References
The following references are available for use in the creation of this record:
   None




CALPADS File Specifications v2.0                                                                 113
11/10/2010
                                                                                                                3. CALPADS File Formats – Student Health


    3.5.6 Record Layout
                                                              Table 3-7: Student Health Record Layout

Field                    Field Max                                                                                                  Operational Updateable
  # Public Name          Type Len Definition                        Code Set      Comments         Validation          Required        Key        Fields

5.01 Record Type           CS      4   A category describing the    See Code                       Must equal              Y
     Code                              type of data record being    Set Record                     SHTH
                                       submitted.                   Type
                                                                    CALPADS

5.02 Transaction           CS      1   A category describing the    See Code                       If Transaction         N
     Type Code                         action the system should     Set                            Type code is null
                                       take on the data record      Transaction                    Then system will
                                       being submitted.             Type                           add or update
                                                                    CALPADS                        transaction;
                                                                                                   Else
                                                                                                   If Transaction
                                                                                                   Type code = D
                                                                                                   Then system will
                                                                                                   delete
                                                                                                   transaction;

5.03 Local Record ID       CS    255 A local use field to provide                                                         N                            X
                                     the system record identifier
                                     for a submitted record in
                                     any CALPADS file format.
                                     This field will flow through
                                     CALPADS and be
                                     provided back to the LEA
                                     to help facilitate locating
                                     the original record in their
                                     local SIS environment.




    CALPADS File Specifications v2.0                                                                                                             114
    11/10/2010
                                                                                                                 3. CALPADS File Formats – Student Health



Field                     Field Max                                                                                                  Operational Updateable
  # Public Name           Type Len Definition                      Code Set   Comments              Validation          Required        Key        Fields

5.04 Effective Start        DT      8   The month, day, and year              Format:               Student must be         Y
     Date                               on which the data within              CCYYMMDD, e.g.        enrolled in the
                                        the record became                     20081025              school during
                                        effective. Date CALPADS                                     the effective
                                        will consider data is                                       range specified;
                                        effective/current.

5.05 Effective End          DT      8   The month, day, and year              1) Format:            1) Student must        N
     Date                               on which the data within              CCYYMMDD, e.g.        be enrolled in
                                        the record stops being                20081025              the school
                                        effective.                                                  during the
                                                                              2) This is only
                                                                                                    effective range
                                                                              populated when
                                                                                                    specified;
                                                                              making a historical
                                                                              correction.           2) Must be
                                                                                                    within Academic
                                                                                                    Year specified;
                                                                                                    3) Must be
                                                                                                    greater than or
                                                                                                    equal to
                                                                                                    Effective Start
                                                                                                    Date;




     CALPADS File Specifications v2.0                                                                                                             115
     11/10/2010
                                                                                                                        3. CALPADS File Formats – Student Health



Field                    Field Max                                                                                                          Operational Updateable
  # Public Name          Type Len Definition                         Code Set   Comments                   Validation          Required        Key        Fields

5.06 Reporting LEA         CS      7   A unique identifier for the              The 7-digit County         Must equal              Y
                                       educational service                      District (CD) code         institution
                                       institution responsible for              must be submitted if       identifier of
                                       obtaining and maintaining                the entity is a district   submitter User
                                       a student's Statewide                    or county office.          ID
                                       Student Identifier by way
                                                                                If the entity is an
                                       of an enrollment record in
                                                                                independently
                                       the California Longitudinal
                                                                                reporting charter
                                       Achievement Data System
                                                                                school, the School
                                       (CALPADS).
                                                                                (S) code must be
                                                                                submitted for both
                                                                                the Reporting LEA
                                                                                and the School of
                                                                                Attendance.

5.07 School of             CS      7   A unique identifier for the              The 7-digit School         Must be a valid         Y
     Attendance                        school that delivers a                   (S) code must be           code in CDS
                                       majority of educational                  submitted.                 and have an
                                       instruction and services                                            active
                                                                                If the entity is an
                                       and is where the student                                            CALPADS
                                                                                independently
                                       attends.                                                            reporting
                                                                                reporting charter
                                                                                                           relationship with
                                                                                school, the School
                                                                                                           the Reporting
                                                                                (S) code must be
                                                                                                           LEA
                                                                                submitted for both
                                                                                the School of
                                                                                Attendance and the
                                                                                Reporting LEA.




    CALPADS File Specifications v2.0                                                                                                                     116
    11/10/2010
                                                                                                                       3. CALPADS File Formats – Student Health



Field                    Field Max                                                                                                         Operational Updateable
  # Public Name          Type Len Definition                           Code Set   Comments                Validation          Required        Key        Fields

5.08 Academic Year         CS      9   A unique identifier                        1) Format: CCYY-                                Y
     ID                                assigned to a specific                     CCYY (ex. 2008-
                                       Academic Year. An                          2009)
                                       Academic Year is the
                                                                                  2) Indicates the
                                       period during which school
                                                                                  school year
                                       is in regular session and
                                                                                  associated with the
                                       provides a required
                                                                                  file.
                                       number of days of
                                       instruction (175 days in
                                       California).

5.09 SSID                  CS     10   The unique identifier for                                          Must be a valid         Y            X
                                       the student assigned to or                                         CALPADS SSID
                                       by the first California
                                       district in which the student
                                       is enrolled in accordance
                                       with CDE established
                                       standards. This number
                                       follows the student from
                                       school to school
                                       throughout his/her K-12
                                       career.

5.10 Local Student ID      CS     15   A unique identifier                        1) Updates to this                              Y
                                       assigned to the student by                 field must be made
                                       a local educational                        through the SSID
                                       agency. This may not                       Enrollment file;
                                       necessarily be the same
                                                                                  2) Field is included
                                       as the identifier assigned
                                                                                  to assist with the
                                       to the student at the school
                                                                                  identification of the
                                       level.
                                                                                  student




    CALPADS File Specifications v2.0                                                                                                                    117
    11/10/2010
                                                                                                                      3. CALPADS File Formats – Student Health



Field                    Field Max                                                                                                        Operational Updateable
  # Public Name          Type Len Definition                          Code Set   Comments                Validation          Required        Key        Fields

5.11 Student Legal         CS     30   The Student Legal First                   1) Updates to this      May only include        Y
     First Name                        Name of the student. The                  field must be made      Alphabetic
                                       Student Legal First Name                  through the Student     letters, numbers,
                                       is the first name of the                  Information file;       periods,
                                       person which is given to a                                        hyphens and
                                                                                 2) Field is included
                                       person after birth (e.g.,                                         apostrophes
                                                                                 to assist with the
                                       birth, baptism, or other
                                                                                 identification of the
                                       naming ceremony
                                                                                 student
                                       certificate; or birth
                                       verification document) or
                                       through legal action (e.g.,
                                       marriage, divorce,
                                       adoption, or name
                                       change).

5.12 Student Legal         CS     50   The Student Legal Last                    1) Updates to this      May only include        Y
     Last Name                         Name of the student. The                  field must be made      Alphabetic
                                       Student Legal Last Name                   through the Student     letters, numbers,
                                       is the name borne in                      Information file;       periods,
                                       common by members of a                                            hyphens and
                                                                                 2) Field is included
                                       person‟s family, or the last                                      apostrophes
                                                                                 to assist with the
                                       name recognized as the
                                                                                 identification of the
                                       formal and consistent last
                                                                                 student
                                       name given to a person
                                       after birth (e.g., birth,
                                       baptism, or other naming
                                       ceremony certificate; or
                                       birth verification document)
                                       or through legal action
                                       (e.g., marriage, divorce,
                                       adoption, or name
                                       change).




    CALPADS File Specifications v2.0                                                                                                                   118
    11/10/2010
                                                                                                                   3. CALPADS File Formats – Student Health



Field                    Field Max                                                                                                     Operational Updateable
  # Public Name          Type Len Definition                      Code Set    Comments                Validation          Required        Key        Fields

5.13 Student Birth         DT      8   The month, day, and year               1) Format:              Student Gender          Y
     Date                              on which a person was                  CCYYMMDD, e.g.          Code and
                                       born based on the                      20081025;               Student Date of
                                       Gregorian Calendar.                                            Birth Year must
                                                                              2) Updates to this
                                                                                                      equal existing
                                                                              field must be made
                                                                                                      ODS Student
                                                                              through the Student
                                                                                                      Gender Code
                                                                              Information file;
                                                                                                      and Student
                                                                              3) Field is included    Date of Birth
                                                                              for validation and to   Year
                                                                              assist with the
                                                                              identification of the
                                                                              student

5.14 Student Gender        CS      1   A coded value              See Code    1) Updates to this      Student Gender          Y
     Code                              representing the person's Set Gender   field must be made      Code and
                                       gender. Gender is a                    through the Student     Student Date of
                                       person's actual sex or                 Information file;       Birth Year must
                                       perceived sex and                                              equal existing
                                                                              2) Field is included
                                       includes a person's                                            ODS Student
                                                                              for validation and to
                                       perceived identity,                                            Gender Code
                                                                              assist with the
                                       appearance or behavior,                                        and Student
                                                                              identification of the
                                       whether or not that                                            Date of Birth
                                                                              student
                                       identity, appearance, or                                       Year
                                       behavior is different from
                                       that traditionally
                                       associated with a person's
                                       sex at birth.




    CALPADS File Specifications v2.0                                                                                                                119
    11/10/2010
                                                                                                          3. CALPADS File Formats – Student Health



Field                    Field Max                                                                                            Operational Updateable
  # Public Name          Type Len Definition                        Code Set      Comments   Validation          Required        Key        Fields

5.15 Immunization          CS      3   A coded value                See Code                 1) If Health            Y            X
     Health                            representing the             Set                      Screening
     Screening Code                    Immunization/Health          Immunizatio              Outcome Code
                                       Screening Category.          n/Health                 is populated
                                       Immunization/Health          Screening
                                                                                             Then
                                       Screening Category is        Category
                                                                                             Immunization
                                       defined as a category
                                                                                             Health
                                       describing an
                                                                                             Screening code
                                       immunization or screening
                                                                                             must equal 220
                                       for a disease or group of
                                                                                             or 230;
                                       diseases.
                                                                                             2) If
                                                                                             Immunization
                                                                                             Health
                                                                                             Screening Other
                                                                                             Description is
                                                                                             populated
                                                                                             Then
                                                                                             Immunization
                                                                                             Health
                                                                                             Screening Code
                                                                                             must equal 22
                                                                                             (Other);

5.16 Immunization          CS      1   The sequence number of a                                                      If           X
     Health                            specific immunization in a                                              Immunization
     Screening                         series of immunizations.                                                 Exemption
     Sequence Code                                                                                             Reason Code
                                                                                                                  is null
                                                                                                                 Then Y;
                                                                                                                  Else N




    CALPADS File Specifications v2.0                                                                                                       120
    11/10/2010
                                                                                                              3. CALPADS File Formats – Student Health



Field                    Field Max                                                                                                  Operational Updateable
  # Public Name          Type Len Definition                       Code Set     Comments         Validation           Required         Key        Fields

5.17 Immunization          CS     50   A description of other                                                             If                         X
     Health                            vaccine not listed in the                                                    Immunization
     Screening Other                   Immunization/Health                                                              Health
     Description                       Screening Category.                                                            Screening
                                                                                                                     Code = 22
                                                                                                                       (Other)
                                                                                                                       Then Y;
                                                                                                                       Else N

5.18 Health Detail         DT      8   The date a student's                     Format:          1) Must be               If                         X
     Immunization                      immunization or health                   CCYYMMDD, e.g.   greater than       Immunization
     Screening Date                    screening was                            20081025         Student Birth       Exemption
                                       administered.                                             Date;              Reason Code
                                                                                                                       is null
                                                                                                 2) Must be less
                                                                                                                      Then Y;
                                                                                                 than or equal to
                                                                                                                       Else N
                                                                                                 current date;

5.19 Health                CS      1   A coded value               See Code                                               If                         X
     Screening                         representing the Health     Set Health                                       Immunization
     Outcome Code                      Screening Outcome.          Screening                                            Health
                                       Health Screening Outcome    Outcome                                            Screening
                                       is defined as a category                                                     code = 220 or
                                       describing the results or                                                         230
                                       outcome of a particular                                                         Then Y;
                                       screening for a disease.                                                        Else N




    CALPADS File Specifications v2.0                                                                                                           121
    11/10/2010
                                                                                                          3. CALPADS File Formats – Student Health



Field                    Field Max                                                                                             Operational Updateable
  # Public Name          Type Len Definition                        Code Set      Comments   Validation          Required         Key        Fields

5.20 Immunization          CS      1   A coded value                See Code                                        N                            X
     Exemption                         representing an              Set
     Reason Code                       Immunization Exemption       Immunizatio
                                       Reason. Immunization         n Exemption
                                       Exemption Reason is          Reason
                                       defined as the reason that
                                       an individual has been
                                       exempted from receiving a
                                       specific immunization.

5.21 Immunization          CS      2   A coded value                See Code                                          If                         X
     Document Code                     representing an              Set                                        Immunization
                                       Immunization Document        Immunizatio                                    Health
                                       Record. Immunization         n Document                                   Screening
                                       Record Document is           Category                                   code = (18 or
                                       defined as the document                                                  22 or 100 or
                                       used to verify an                                                       110 or 120 or
                                       individual‟s immunization                                               130 or 140 or
                                       record.                                                                 150 or 160 or
                                                                                                               170 or 190 or
                                                                                                                200 or 210)
                                                                                                                    and
                                                                                                               Immunization
                                                                                                                 Exemption
                                                                                                               Reason Code
                                                                                                                   is null
                                                                                                                  Then Y;
                                                                                                                  Else N




    CALPADS File Specifications v2.0                                                                                                       122
    11/10/2010
                                                               3. CALPADS File Formats – Student Waivers



3.6      Student Waivers File Format
3.6.1 Submission Details
This file format is used to submit waiver information about a student.
This format uses the Replacement by School of Attendance and Academic Year processing method.
The record type of SWAV (Student Waivers) must be included in the Record Type field of each
record. This record type is required to be submitted during the following snapshot collection windows:
   End of Year 4 – Waivers

3.6.2 Selection Criteria
   All Submissions (note that all submissions use same selection criteria)
        Include all Student Waiver updates for students enrolled at any time during the academic year.

3.6.3 Operational Key
The following fields identify the operational key of the Student Waivers record:
   School of Attendance
   Academic Year ID

3.6.4 Relationship to Other Record Types
This record may be submitted independently of other record types. However, an enrollment record for
the Reporting LEA must exist for this student with the same School of Attendance.

3.6.5 References
The following references are available for use in the creation of this record:
   None




CALPADS File Specifications v2.0                                                               123
11/10/2010
                                                                                                               3. CALPADS File Formats – Student Waivers


    3.6.6 Record Layout
                                                               Table 3-8: Student Waivers Record Layout

Field                  Field Max                                                                                                       Operational Updateable
  # Public Name        Type Len Definition                             Code Set       Comments        Validation            Required      Key        Fields

6.01 Record Type        CS      4      A category describing the type See Code Set                    Must equal SWAV          Y
     Code                              of data record being submitted. Record Type
                                                                       CALPADS

6.02 Transaction        CS      1      A category describing the       See Code Set                   If Transaction           N
     Type Code                         action the system should take   Transaction                    Type code is null
                                       on the data record being        Type                           Then system will
                                       submitted.                      CALPADS                        add or update
                                                                                                      transaction;
                                                                                                      Else
                                                                                                      If Transaction
                                                                                                      Type code = D
                                                                                                      Then system will
                                                                                                      delete transaction;
                                                                                                      Else
                                                                                                      If Transaction
                                                                                                      Type code = R
                                                                                                      Then system will
                                                                                                      replace
                                                                                                      transaction;




    CALPADS File Specifications v2.0                                                                                                             124
    11/10/2010
                                                                                                                    3. CALPADS File Formats – Student Waivers



Field                  Field Max                                                                                                              Operational Updateable
  # Public Name        Type Len Definition                               Code Set   Comments              Validation               Required      Key        Fields

6.03 Local Record       CS     255 A local use field to provide the                                                                   N                       X
     ID                            system record identifier for a
                                   submitted record in any
                                   CALPADS file format. This
                                   field will flow through
                                   CALPADS and be provided
                                   back to the LEA to help
                                   facilitate locating the original
                                   record in their local SIS
                                   environment.

6.04 Reporting LEA      CS      7      A unique identifier for the                  The 7-digit County    Must equal                  Y
                                       educational service institution              District (CD) code    institution identifier
                                       responsible for obtaining and                must be submitted     of submitter User
                                       maintaining a student's                      if the entity is a    ID
                                       Statewide Student Identifier by              district or county
                                       way of an enrollment record in               office.
                                       the California Longitudinal
                                                                                    If the entity is an
                                       Achievement Data System
                                                                                    independently
                                       (CALPADS).
                                                                                    reporting charter
                                                                                    school, the School
                                                                                    (S) code must be
                                                                                    submitted for both
                                                                                    the Reporting LEA
                                                                                    and the School of
                                                                                    Attendance.




    CALPADS File Specifications v2.0                                                                                                                    125
    11/10/2010
                                                                                                                   3. CALPADS File Formats – Student Waivers



Field                  Field Max                                                                                                          Operational Updateable
  # Public Name        Type Len Definition                                  Code Set   Comments           Validation           Required      Key        Fields

6.05 School of          CS      7      A unique identifier for the                     The 7-digit School Must be a valid         N           X
     Attendance                        school that delivers a majority                 (S) code must be code in CDS and
                                       of educational instruction and                  submitted.          have an active
                                       services and is where the                                           CALPADS
                                                                                       If the entity is an
                                       student attends.                                                    reporting
                                                                                       independently
                                                                                                           relationship with
                                                                                       reporting charter
                                                                                                           the Reporting LEA
                                                                                       school, the School
                                                                                       (S) code must be
                                                                                       submitted for both
                                                                                       the School of
                                                                                       Attendance and
                                                                                       the Reporting
                                                                                       LEA.

6.06 Academic           CS      9      A unique identifier assigned to                 1) Format: CCYY-   Student must be         Y           X
     Year ID                           a specific Academic Year. An                    CCYY (ex. 2008-    enrolled in your
                                       Academic Year is the period                     2009)              school during the
                                       during which school is in                                          Academic Year ID
                                                                                       2) Indicates the
                                       regular session and provides a                                     specified.
                                                                                       school year
                                       required number of days of
                                                                                       associated with
                                       instruction (175 days in
                                                                                       the file.
                                       California).

6.07 SSID               CS      10     The unique identifier for the                                      Must be a valid         Y
                                       student assigned to or by the                                      CALPADS SSID
                                       first California district in which
                                       the student is enrolled in
                                       accordance with CDE
                                       established standards. This
                                       number follows the student
                                       from school to school
                                       throughout his/her K-12
                                       career.



    CALPADS File Specifications v2.0                                                                                                                 126
    11/10/2010
                                                                                                                     3. CALPADS File Formats – Student Waivers



Field                  Field Max                                                                                                             Operational Updateable
  # Public Name        Type Len Definition                               Code Set   Comments                Validation            Required      Key        Fields

6.08 Local Student      CS      15     A unique identifier assigned to              1) Updates to this                               Y
     ID                                the student by a local                       field must be
                                       educational agency. This may                 made through the
                                       not necessarily be the same as               SSID Enrollment
                                       the identifier assigned to the               file;
                                       student at the school level.
                                                                                    2) Field is included
                                                                                    to assist with the
                                                                                    identification of the
                                                                                    student

6.09 Student Legal      CS      30     The Student Legal First Name                 1) Updates to this      May only include         Y
     First Name                        of the student. The Student                  field must be           Alphabetic letters,
                                       Legal First Name is the first                made through the        numbers, periods,
                                       name of the person which is                  Student                 hyphens and
                                       given to a person after birth                Information file;       apostrophes
                                       (e.g., birth, baptism, or other
                                                                                    2) Field is included
                                       naming ceremony certificate;
                                                                                    to assist with the
                                       or birth verification document)
                                                                                    identification of the
                                       or through legal action (e.g.,
                                                                                    student
                                       marriage, divorce, adoption, or
                                       name change).




    CALPADS File Specifications v2.0                                                                                                                   127
    11/10/2010
                                                                                                                       3. CALPADS File Formats – Student Waivers



Field                  Field Max                                                                                                               Operational Updateable
  # Public Name        Type Len Definition                                 Code Set   Comments                Validation            Required      Key        Fields

6.10 Student Legal      CS      50     The Student Legal Last Name                    1) Updates to this      May only include         Y
     Last Name                         of the student. The Student                    field must be           Alphabetic letters,
                                       Legal Last Name is the name                    made through the        numbers, periods,
                                       borne in common by members                     Student                 hyphens and
                                       of a person‟s family, or the last              Information file;       apostrophes
                                       name recognized as the formal
                                                                                      2) Field is included
                                       and consistent last name given
                                                                                      to assist with the
                                       to a person after birth (e.g.,
                                                                                      identification of the
                                       birth, baptism, or other naming
                                                                                      student
                                       ceremony certificate; or birth
                                       verification document) or
                                       through legal action (e.g.,
                                       marriage, divorce, adoption, or
                                       name change).

6.11 Student Birth      DT      8      The month, day, and year on                    1) Format:         Student Gender                Y
     Date                              which a person was born                        CCYYMMDD, e.g. Code and Student
                                       based on the Gregorian                         20081025;          Date of Birth Year
                                       Calendar.                                                         must equal
                                                                                      2) Updates to this
                                                                                                         existing ODS
                                                                                      field must be
                                                                                                         Student Gender
                                                                                      made through the
                                                                                                         Code and Student
                                                                                      Student
                                                                                                         Date of Birth Year
                                                                                      Information file;
                                                                                      3) Field is included
                                                                                      for validation and
                                                                                      to assist with the
                                                                                      identification of the
                                                                                      student




    CALPADS File Specifications v2.0                                                                                                                     128
    11/10/2010
                                                                                                                      3. CALPADS File Formats – Student Waivers



Field                  Field Max                                                                                                              Operational Updateable
  # Public Name        Type Len Definition                             Code Set         Comments             Validation            Required      Key        Fields

6.12 Student            CS      1      A coded value representing        See Code Set   1) Updates to this    Student Gender          Y
     Gender Code                       the person's gender. Gender is Gender            field must be         Code and Student
                                       a person's actual sex or                         made through the      Date of Birth Year
                                       perceived sex and includes a                     Student               must equal
                                       person's perceived identity,                     Information file;     existing ODS
                                       appearance or behavior,                                                Student Gender
                                                                                        2) Field is included
                                       whether or not that identity,                                          Code and Student
                                                                                        for validation and
                                       appearance, or behavior is                                             Date of Birth Year
                                                                                        to assist with the
                                       different from that traditionally
                                                                                        identification of the
                                       associated with a person's sex
                                                                                        student
                                       at birth.




    CALPADS File Specifications v2.0                                                                                                                    129
    11/10/2010
                                                                                                           3. CALPADS File Formats – Student Waivers



Field                  Field Max                                                                                                  Operational Updateable
  # Public Name        Type Len Definition                               Code Set       Comments   Validation          Required      Key        Fields

6.13 Education          CS      1      A coded value representing an     See Code Set              If Education           Y
     Regulatory                        Education Regulatory              Education                 Regulatory
     Exemption                         Exemption. An Education           Regulatory                Exemption = 1, 2,
     Code                              Regulatory Exemption is a         Exemption                 or 3 then SSID
                                       request made by a                                           must be have a
                                       parent/guardian, local                                      Student Program
                                       educational agency, or special                              record where
                                       education local plan area to                                Education
                                       the State Board of Education,                               Program Code =
                                       State Superintendent of Public                              144
                                       Instruction, local educational
                                       agency (LEA), authorized LEA
                                       representative, or the
                                       California Commission on
                                       Teacher Credentialing to
                                       forego specific sections of the
                                       California Education Code
                                       without undermining the intent
                                       of the law. A section of the
                                       California Education Code
                                       (EC) or California Code of
                                       Regulations (CCR) that
                                       authorizes waiving another
                                       specific section of the EC or
                                       CCR. These are also referred
                                       to as waivers or local options.




    CALPADS File Specifications v2.0                                                                                                         130
    11/10/2010
                                                                                                              3. CALPADS File Formats – Student Waivers



Field                  Field Max                                                                                                      Operational Updateable
  # Public Name        Type Len Definition                            Code Set       Comments         Validation           Required      Key        Fields

6.14 Education          CS      1      A coded value representing     See Code Set                    Provide warning to      Y
     Regulatory                        the Education Regulatory       Education                       LEA if any student
     Exemption                         Exemption Outcome.             Regulatory                      that took CAHSEE
     Outcome                           Education Regulatory           Exemption                       with modifications
     Code                              Exemption Outcome is defined   Outcome                         and a score of 350
                                       as the outcome of a request                                    or higher when the
                                       for an Education Regulatory                                    student has
                                       Exemption.                                                     matriculated to
                                                                                                      12th grade

6.15 Education          DT      8      The date that a particular                    Format:        Education                 Y
     Regulatory                        Education Regulatory                          CCYYMMDD, e.g. Regulatory
     Exemption                         Exemption Outcome was                         20081025       Exemption
     Outcome Start                     effective                                                    Outcome Start
     Date                                                                                           Date of Denial
                                                                                                    must be less than
                                                                                                    Education
                                                                                                    Regulatory
                                                                                                    Exemption
                                                                                                    Outcome Start
                                                                                                    Date of approval
                                                                                                    for same
                                                                                                    Education
                                                                                                    Regulatory
                                                                                                    Exemption Code




    CALPADS File Specifications v2.0                                                                                                            131
    11/10/2010
                                                            3. CALPADS File Formats – Staff Demographics



3.7      Staff Demographics File Format
3.7.1 Submission Details
This file format is used to submit demographic data about a staff member. Only active employees at
any time during the current academic year should be included in the submission.
This format uses the Effective Date processing method. The record type of SDEM (Staff
Demographics) must be included in the Record Type field of each record. This record type is required
to be submitted during the following snapshot collection windows:
     Fall 2 - Course Enrollment/Staff Assignments/EL Services
This record type is optional during the following snapshot collection windows providing the LEA staff
demographic information is up to date in CALPADS for the specific snapshot collection window:
   End of Year 1 - Course Completion/Career Technical Education (CTE)

3.7.2 Selection Criteria
   All Submissions (note that all submissions use same selection criteria)
        Include all Staff Demographic updates for staff members with at least one of the following staff
         designations: Teacher, Administrator, Pupil Services, Itinerant or Pull-Out/Push-In Teacher,
         Non-certificated Administrators who have a SEID, Charter School Non-certificated Teachers
         who have a SEID and who have been actively employed during the current academic year,
         and have not been previously reported or updated in CALPADS during the current academic
         year.

3.7.3 Operational Key
The following fields identify the operational key of the Staff Demographics record:
   Reporting LEA
   SEID

3.7.4 Relationship to Other Record Types
This record may be submitted independently of other record types. However, a Staff Demographics
record must be submitted for a teacher submitted in a Course Section record.

3.7.5 References
The following references are available for use in the creation of this record:
   None




CALPADS File Specifications v2.0                                                                132
11/10/2010
                                                                                                            3. CALPADS File Formats – Staff Demographics


    3.7.6 Record Layout
                                                             Table 3-9: Staff Demographics Record Layout

Field                  Field Max                                                                                                      Operational Updateable
  # Public Name        Type Len Definition                             Code Set       Comments       Validation            Required      Key        Fields

7.01 Record Type        CS      4      A category describing the type See Code Set                   Must equal SDEM          Y
     Code                              of data record being submitted. Record Type
                                                                       CALPADS

7.02 Transaction        CS      1      A category describing the       See Code Set                  If Transaction           N
     Type Code                         action the system should take   Transaction                   Type code is null
                                       on the data record being        Type                          Then system will
                                       submitted.                      CALPADS                       add or update
                                                                                                     transaction;
                                                                                                     Else
                                                                                                     If Transaction
                                                                                                     Type code = D
                                                                                                     Then system will
                                                                                                     delete transaction;

7.03 Local Record       CS     255 A local use field to provide the                                                           N                        X
     ID                            system record identifier for a
                                   submitted record in any
                                   CALPADS file format. This
                                   field will flow through
                                   CALPADS and be provided
                                   back to the LEA to help
                                   facilitate locating the original
                                   record in their local SIS
                                   environment.




    CALPADS File Specifications v2.0                                                                                                             133
    11/10/2010
                                                                                                                  3. CALPADS File Formats – Staff Demographics



Field                   Field Max                                                                                                              Operational Updateable
  # Public Name         Type Len Definition                               Code Set   Comments              Validation               Required      Key        Fields

7.04 Effective Start     DT      8      The month, day, and year on                  Format:        Must be within                     Y
     Date                               which the data within the                    CCYYMMDD, e.g. Academic Year
                                        record became effective. Date                20081025       specified
                                        CALPADS will consider data is
                                        effective/current.

7.05 Effective End       DT      8      The month, day, and year on                  1) Format:     1) Must be within                  N
     Date                               which the data within the                    CCYYMMDD, e.g. Academic Year
                                        record stops being effective.                20081025       specified;
                                                                                     2) This is only       2) Must be greater
                                                                                     populated when        than or equal to
                                                                                     making a historical   Effective Start
                                                                                     correction.           Date;

7.06 Reporting LEA       CS      7      A unique identifier for the                  The 7-digit County    Must equal                  Y           X
                                        educational service institution              District (CD) code    institution identifier
                                        responsible for obtaining and                must be submitted     of submitter User
                                        maintaining a student's                      if the entity is a    ID
                                        Statewide Student Identifier by              district or county
                                        way of an enrollment record in               office.
                                        the California Longitudinal
                                        Pupil Achievement Data
                                        System (CALPADS).

7.07 Academic            CS      9      A unique identifier assigned to              1) Format: CCYY-                                  Y
     Year ID                            a specific Academic Year. An                 CCYY (ex. 2008-
                                        Academic Year is the period                  2009)
                                        during which school is in
                                                                                     2) Indicates the
                                        regular session and provides a
                                                                                     school year
                                        required number of days of
                                                                                     associated with
                                        instruction (175 days in
                                                                                     the file.
                                        California).




     CALPADS File Specifications v2.0                                                                                                                     134
     11/10/2010
                                                                                                      3. CALPADS File Formats – Staff Demographics



Field                   Field Max                                                                                                Operational Updateable
  # Public Name         Type Len Definition                               Code Set   Comments   Validation            Required      Key        Fields

7.08 SEID                CS      10     A unique identifier assigned to                         Must be a valid          Y           X
                                        each Educator in the California                         SEID in the CCTC
                                        public education system by the                          file
                                        California Commission on
                                        Teacher Credentialing. This
                                        identifier is known as the
                                        Statewide Educator Identifier
                                        (SEID).

7.09 Local Staff ID      CS      10     A unique identifier assigned to                                                  Y                        X
                                        a Staff member by the local
                                        educational agency. This may
                                        or may not be the same as the
                                        identifier assigned to a staff
                                        member at the school level.

7.10 Staff Legal         CS      30     The Staff Legal First Name of                           May only include         Y                        X
     First Name                         a Staff member. The Staff                               Alphabetic letters,
                                        Legal First Name is the first                           numbers, periods,
                                        name of the person which is                             hyphens and
                                        given to a person after birth                           apostrophes
                                        (e.g., birth, baptism, or other
                                        naming ceremony certificate;
                                        or birth verification document)
                                        or through legal action (e.g.,
                                        marriage, divorce, adoption, or
                                        name change).




     CALPADS File Specifications v2.0                                                                                                       135
     11/10/2010
                                                                                                        3. CALPADS File Formats – Staff Demographics



Field                  Field Max                                                                                                   Operational Updateable
  # Public Name        Type Len Definition                                  Code Set   Comments   Validation            Required      Key        Fields

7.11 Staff Legal        CS      30     The Staff Legal Middle Name                                May only include         N                        X
     Middle Name                       of a Staff member. The Staff                               Alphabetic letters,
                                       Legal Middle Name is the                                   numbers, periods,
                                       second name of a person                                    hyphens and
                                       which is given to a person after                           apostrophes
                                       birth (e.g., birth, baptism, or
                                       other naming ceremony
                                       certificate; or birth verification
                                       document) or through legal
                                       action (e.g., marriage, divorce,
                                       adoption, or name change).

7.12 Staff Legal        CS      50     The Staff Legal Last Name of                               May only include         Y                        X
     Last Name                         a Staff member. The Staff                                  Alphabetic letters,
                                       Legal Last Name is the name                                numbers, periods,
                                       borne in common by members                                 hyphens and
                                       of a person‟s family, or the last                          apostrophes
                                       name recognized as the formal
                                       and consistent last name given
                                       to a person after birth (e.g.,
                                       birth, baptism, or other naming
                                       ceremony certificate; or birth
                                       verification document) or
                                       through legal action (e.g.,
                                       marriage, divorce, adoption, or
                                       name change).




    CALPADS File Specifications v2.0                                                                                                          136
    11/10/2010
                                                                                                      3. CALPADS File Formats – Staff Demographics



Field                  Field Max                                                                                                 Operational Updateable
  # Public Name        Type Len Definition                                Code Set   Comments   Validation            Required      Key        Fields

7.13 Staff Alias        CS      30     An alternative first name to the                         1) May only              N                        X
     First Name                        Staff Legal First Name.                                  include Alphabetic
                                                                                                letters, numbers,
                                                                                                periods, hyphens
                                                                                                and apostrophes;
                                                                                                2) If Staff Alias
                                                                                                Last Name is
                                                                                                populated
                                                                                                Then Staff Alias
                                                                                                First Name must
                                                                                                be populated

7.14 Staff Alias        CS      30     An alternative first name to the                         May only include         N                        X
     Middle Name                       Staff Legal Middle Name.                                 Alphabetic letters,
                                                                                                numbers, periods,
                                                                                                hyphens and
                                                                                                apostrophes

7.15 Staff Alias        CS      50     An alternative first name to the                         1) May only              N                        X
     Last Name                         Staff Legal Last Name.                                   include Alphabetic
                                                                                                letters, numbers,
                                                                                                periods, hyphens
                                                                                                and apostrophes;
                                                                                                2) If Staff Alias
                                                                                                First Name is
                                                                                                populated
                                                                                                Then Staff Alias
                                                                                                Last Name must
                                                                                                be populated




    CALPADS File Specifications v2.0                                                                                                        137
    11/10/2010
                                                                                                          3. CALPADS File Formats – Staff Demographics



Field                   Field Max                                                                                                    Operational Updateable
  # Public Name         Type Len Definition                             Code Set         Comments   Validation            Required      Key        Fields

7.16 Staff Birth         DT      8      The month, day, and year on                      Format:    1) Staff age should      Y                        X
     Date                               which a person was born                          CCYYMMDD   be greater than or
                                        based on the Gregorian                                      equal to 18 and
                                        Calendar.                                                   less than 80



7.17 Staff Gender        CS      1      A coded value representing        See Code Set                                       Y                        X
     Code                               the person's gender. Gender is Gender
                                        a person's actual sex or
                                        perceived sex and includes a
                                        person's perceived identity,
                                        appearance or behavior,
                                        whether or not that identity,
                                        appearance, or behavior is
                                        different from that traditionally
                                        associated with a person's sex
                                        at birth.




     CALPADS File Specifications v2.0                                                                                                           138
     11/10/2010
                                                                                                        3. CALPADS File Formats – Staff Demographics



Field                   Field Max                                                                                                     Operational Updateable
  # Public Name         Type Len Definition                                 Code Set   Comments   Validation            Required         Key        Fields

7.18 Staff Hispanic      CS      1      An indication of whether or not                           If Staff Ethnicity      If Staff                     X
     Ethnicity                          a Staff member identifies him                             Missing Indicator      Ethnicity
     Indicator                          or herself as having an                                   is equal to Y           Missing
                                        ethnicity (how a person                                   Then Staff             Indicator
                                        identifies him/herself in the                             Hispanic Ethnicity     is null or
                                        context of: heritage, culture                             Indicator must be     equal to N
                                        (i.e., religion, language,                                blank                   Then Y;
                                        customs, music, etc.), lineage,                                                   Else N
                                        or country of birth of the
                                        person or the person's
                                        ancestors; and is not
                                        nationality or race; and is not
                                        nationality) of Hispanic. A “Y”
                                        would indicate that a Staff
                                        member has identified him or
                                        herself as having an ethnicity
                                        of Hispanic. An “N” would
                                        indicate that he or she does
                                        not.

7.19 Staff Ethnicity     CS      1      An indication of whether or not                           If Staff Hispanic      If Staff                      X
     Missing                            the staff's Ethnicity has                                 Ethnicity Indicator   Hispanic
     Indicator                          intentionally been left blank. A                          is populated          Ethnicity
                                        "Y" would indicate that the                               Then Staff            Indicator
                                        staff's ethnicity has                                     Ethnicity Missing       is null
                                        intentionally been left blank, an                         Indicator must be      Then Y;
                                        "N" would indicate that it has                            equal to N or blank    Else N
                                        not.




     CALPADS File Specifications v2.0                                                                                                            139
     11/10/2010
                                                                                                     3. CALPADS File Formats – Staff Demographics



Field                  Field Max                                                                                                Operational Updateable
  # Public Name        Type Len Definition                            Code Set       Comments   Validation          Required       Key        Fields

7.20 Staff Race 1       CS      3      A coded value representing a   See Code Set              If Staff Race        If Staff                    X
     Code                              person's race category.        Race                      Missing Indicator      Race
                                                                      Category                  is equal to Y        Missing
                                                                                                Then all of the     Indicator
                                                                                                Staff Race Codes      is null
                                                                                                must be blank        Then Y;
                                                                                                                     Else N

7.21 Staff Race 2       CS      3      A coded value representing a   See Code Set              If Staff Race          N                         X
     Code                              person's race category.        Race                      Missing Indicator
                                                                      Category                  is equal to Y
                                                                                                Then all of the
                                                                                                Staff Race Codes
                                                                                                must be blank

7.22 Staff Race 3       CS      3      A coded value representing a   See Code Set              If Staff Race          N                         X
     Code                              person's race category.        Race                      Missing Indicator
                                                                      Category                  is equal to Y
                                                                                                Then all of the
                                                                                                Staff Race Codes
                                                                                                must be blank

7.23 Staff Race 4       CS      3      A coded value representing a   See Code Set              If Staff Race          N                         X
     Code                              person's race category.        Race                      Missing Indicator
                                                                      Category                  is equal to Y
                                                                                                Then all of the
                                                                                                Staff Race Codes
                                                                                                must be blank




    CALPADS File Specifications v2.0                                                                                                       140
    11/10/2010
                                                                                                           3. CALPADS File Formats – Staff Demographics



Field                  Field Max                                                                                                         Operational Updateable
  # Public Name        Type Len Definition                                 Code Set       Comments   Validation            Required         Key        Fields

7.24 Staff Race 5       CS      3      A coded value representing a        See Code Set              If Staff Race             N                          X
     Code                              person's race category.             Race                      Missing Indicator
                                                                           Category                  is equal to Y
                                                                                                     Then all of the
                                                                                                     Staff Race Codes
                                                                                                     must be blank

7.25 Staff Race         CS      1      An indication of whether or not                               If one or more of   If all of the                    X
     Missing                           the staff's Race Category has                                 the Staff Race      Staff Race
     Indicator                         intentionally been left blank. A                              Codes are           Codes are
                                       "Y" would indicate that the                                   populatedThen        nullThen
                                       staff's Race Category has                                     Staff Race Missing Y;Else N
                                       intentionally been left blank, an                             Indicator must be
                                       "N" would indicate that it has                                equal to N or blank
                                       not.




    CALPADS File Specifications v2.0                                                                                                                141
    11/10/2010
                                                                                                                3. CALPADS File Formats – Staff Demographics



Field                  Field Max                                                                                                         Operational Updateable
  # Public Name        Type Len Definition                                Code Set       Comments         Validation          Required      Key        Fields

7.26 Staff Highest      CS      1      The highest Degree an             See Code Set                                            Y                         X
     Degree Code                       individual has earned. A          Degree
                                       Degree is any type of degree
                                       or honorary degree or title of
                                       any designation, mark,
                                       appellation, series of letters or
                                       words such as, but not limited
                                       to, associate, bachelor,
                                       master, doctor, or fellow which
                                       signifies, purports, or is
                                       generally taken to signify
                                       satisfactory completion of the
                                       requirements of an academic,
                                       educational, technological, or
                                       professional program of study
                                       beyond the secondary school
                                       level or is an honorary title
                                       conferred for recognition of
                                       some meritorious
                                       achievement.

7.27 Staff              CS      1      A coded value representing an      See Code Set                                           Y                         X
     Employment                        Employment Status Category.        Employment
     Status Code                       Employment Status Category         Status
                                       describes the state of a Staff     Category
                                       member's employment.

7.28 Staff              DT      8      The first date that a Staff                       Format:        1) Should be             Y                         X
     Employment                        member was employed with an                       CCYYMMDD, e.g. greater than Staff
     Start Date                        Educational Service Institution.                  20081025       Birth Date plus 18
                                                                                                          2) Must be less
                                                                                                          than or equal to
                                                                                                          current date plus
                                                                                                          six months


    CALPADS File Specifications v2.0                                                                                                                 142
    11/10/2010
                                                                                                                    3. CALPADS File Formats – Staff Demographics



Field                   Field Max                                                                                                             Operational Updateable
  # Public Name         Type Len Definition                                Code Set   Comments                Validation           Required      Key        Fields

7.29 Staff               DT      8      The last date that a Staff                    Format:        Must be greater                  N                        X
     Employment                         member was employed with an                   CCYYMMDD, e.g. than or equal to
     End Date                           Educational Service Institution.              20081025       Staff Employment
                                                                                                     End Date

7.30 Staff Service       NU      2      A count of the years an                       This only applies       1) Must be less         Y                        X
     Years LEA                          Educator has been providing                   to certificated staff   than or equal to
                                        educational service for any                   and a count of the      Staff Service
                                        schools within particular local               years of service        Years Total
                                        educational agency.                           once they became
                                                                                                              2) Must be less
                                                                                      certificated.
                                                                                                              than or equal to
                                                                                                              Staff age minus 17
                                                                                                              3) Must be equal
                                                                                                              to or greater than
                                                                                                              1

7.31 Staff Service       NU      2      A count of the cumulative                     This only applies       Must be less than       Y                        X
     Years Total                        number of years an Educator                   to certificated staff   or equal to Staff
                                        has been providing                            and a count of the      age minus 17
                                        educational services in any                   years of service
                                                                                                              3) Must be equal
                                        Educational Institution.                      once they became
                                                                                                              to or greater than
                                                                                      certificated.
                                                                                                              1




     CALPADS File Specifications v2.0                                                                                                                    143
     11/10/2010
                                                               3. CALPADS File Formats – Staff Assignment



3.8      Staff Assignment File Format
3.8.1 Submission Details
This file format is used to submit assignment data about a staff member. Only active employees
should be included in the submission.
This format uses the full Replacement by School of Assignment and Academic Year processing
method. The record type of SASS (Staff Assignment) must be included in the Record Type field of
each record. Multiple records should be submitted if a staff member has more than one job
classification. The Non-Classroom Based or Support Assignments should be submitted by each
respective Job Classification.
This record type is required to be submitted during the following snapshot collection windows:
   Fall 2 - Course Enrollment/Staff Assignments/EL Services

3.8.2 Selection Criteria
   Fall 2 Only
        Include all Staff Assignment updates for staff members with at least one of the following staff
         designations: Teacher, Administrator, Pupil Services, Itinerant or Pull-Out/Push-In Teacher,
         Non-certificated Administrators who have a SEID, Charter School Non-certificated Teachers
         who have a SEID and who have been actively employed on Fall Census Day and, for school
         tracks that are not in session on Census Day, include staff members actively employed within
         30 calendar days after Census Day. For additional information on teacher selection criteria
         and when to report substitute teachers, refer to the CALPADS Data Guide.
   End of Year 1 Only
        Staff Assignment updates are not required

3.8.3 Operational Key
The following fields identify the operational key of the Staff Assignment record:
   Academic Year ID
   School of Assignment

3.8.4 Relationship to Other Record Types
This record may be submitted independently of other record types. However, a Staff Demographics
record must exist for the staff member on the Staff Assignment record.

3.8.5 References
The following references are available for use in the creation of this record:
   None




CALPADS File Specifications v2.0                                                                 144
11/10 /2010
                                                                                                              3. CALPADS File Formats – Staff Assignment


    3.8.6 Record Layout
                                                              Table 3-10: Staff Assignment Record Layout

Field                  Field Max                                                                                                      Operational Updateable
  # Public Name        Type Len Definition                         Code Set       Comments            Validation           Required      Key        Fields

8.01 Record Type        CS      4      A category describing the   See Code Set                       Must equal SASS         Y
     Code                              type of data record being   Record Type
                                       submitted.                  CALPADS

8.02 Transaction        CS      1      A category describing the   See Code Set                       If Transaction          N
     Type Code                         action the system should    Transaction                        Type code is null
                                       take on the data record     Type                               or equal to "R"
                                       being submitted.            CALPADS                            Then system will
                                                                                                      replace
                                                                                                      transaction
                                                                                                      Else
                                                                                                      If Transaction
                                                                                                      Type code = D
                                                                                                      Then system will
                                                                                                      delete transaction



8.03 Local Record       CS     255 A local use field to provide                                                               N                        X
     ID                            the system record identifier
                                   for a submitted record in
                                   any CALPADS file format.
                                   This field will flow through
                                   CALPADS and be
                                   provided back to the LEA
                                   to help facilitate locating
                                   the original record in their
                                   local SIS environment.




    CALPADS File Specifications v2.0                                                                                                             145
    11/10 /2010
                                                                                                                     3. CALPADS File Formats – Staff Assignment



Field                  Field Max                                                                                                               Operational Updateable
  # Public Name        Type Len Definition                           Code Set   Comments                   Validation               Required      Key        Fields

8.04 Reporting LEA      CS      7      A unique identifier for the              The 7-digit County         Must equal                  Y
                                       educational service                      District (CD) code         institution identifier
                                       institution responsible for              must be submitted if       of submitter User
                                       obtaining and maintaining                the entity is a district   ID
                                       a student's Statewide                    or county office.
                                       Student Identifier by way
                                                                                If the entity is an
                                       of an enrollment record in
                                                                                independently
                                       the California Longitudinal
                                                                                reporting charter
                                       Pupil Achievement Data
                                                                                school, the School (S)
                                       System (CALPADS).
                                                                                code must be
                                                                                submitted for both the
                                                                                Reporting LEA and the
                                                                                School of Assignment.




    CALPADS File Specifications v2.0                                                                                                                     146
    11/10 /2010
                                                                                                                   3. CALPADS File Formats – Staff Assignment



Field                  Field Max                                                                                                           Operational Updateable
  # Public Name        Type Len Definition                           Code Set   Comments                   Validation           Required      Key        Fields

8.05 School of          CS      7      A unique identifier for the              1) The 7-digit School      1) Must be a valid      Y           X
     Assignment                        school where an Educator                 (S) code must be           code in CDS and
                                       is assigned.                             submitted.                 have an active
                                                                                                           CALPADS
                                                                                If the entity is an
                                                                                                           reporting
                                                                                independently
                                                                                                           relationship with
                                                                                reporting charter
                                                                                                           the Reporting LEA
                                                                                school, the School (S)
                                                                                code must be               2) If Staff Job
                                                                                submitted for both the     Classification
                                                                                School of Assignment       Code = 26 Then
                                                                                and the Reporting          School of
                                                                                LEA.                       Assignment must
                                                                                                           be a charter
                                                                                2) If the staff is         school (CDS)
                                                                                assigned at the District
                                                                                level (the reporting
                                                                                LEA), the reporting
                                                                                LEA code must be
                                                                                submitted for both the
                                                                                School of Assignment
                                                                                and the Reporting
                                                                                LEA.

8.06 Academic           CS      9      A unique identifier                      1) Format: CCYY-                                   Y           X
     Year ID                           assigned to a specific                   CCYY (ex. 2008-2009)
                                       Academic Year. An
                                                                                2) Indicates the school
                                       Academic Year is the
                                                                                year associated with
                                       period during which school
                                                                                the file.
                                       is in regular session and
                                       provides a required
                                       number of days of
                                       instruction (175 days in
                                       California).



    CALPADS File Specifications v2.0                                                                                                                  147
    11/10 /2010
                                                                                                     3. CALPADS File Formats – Staff Assignment



Field                   Field Max                                                                                            Operational Updateable
  # Public Name         Type Len Definition                           Code Set   Comments   Validation            Required      Key        Fields

8.07 SEID                CS      10     A unique identifier                                 Must be a valid          Y
                                        assigned to each Educator                           SEID in the CCTC
                                        in the California public                            file
                                        education system by the
                                        California Commission on
                                        Teacher Credentialing.
                                        This identifier is known as
                                        the Statewide Educator
                                        Identifier (SEID).

8.08 Local Staff ID      CS      10     A unique identifier                                                          Y
                                        assigned to a Staff
                                        member by the local
                                        educational agency. This
                                        may or may not be the
                                        same as the identifier
                                        assigned to a staff
                                        member at the school
                                        level.

8.09 Staff Legal         CS      30     The Staff Legal First Name                          May only include         Y
     First Name                         of a Staff member. The                              Alphabetic letters,
                                        Staff Legal First Name is                           numbers, periods,
                                        the first name of the                               hyphens and
                                        person which is given to a                          apostrophes
                                        person after birth (e.g.,
                                        birth, baptism, or other
                                        naming ceremony
                                        certificate; or birth
                                        verification document) or
                                        through legal action (e.g.,
                                        marriage, divorce,
                                        adoption, or name
                                        change).


     CALPADS File Specifications v2.0                                                                                                   148
     11/10 /2010
                                                                                                      3. CALPADS File Formats – Staff Assignment



Field                   Field Max                                                                                             Operational Updateable
  # Public Name         Type Len Definition                            Code Set   Comments   Validation            Required      Key        Fields

8.10 Staff Legal         CS      50     The Staff Legal Last Name                            May only include         Y
     Last Name                          of a Staff member. The                               Alphabetic letters,
                                        Staff Legal Last Name is                             numbers, periods,
                                        the name borne in                                    hyphens and
                                        common by members of a                               apostrophes
                                        person‟s family, or the last
                                        name recognized as the
                                        formal and consistent last
                                        name given to a person
                                        after birth (e.g., birth,
                                        baptism, or other naming
                                        ceremony certificate; or
                                        birth verification document)
                                        or through legal action
                                        (e.g., marriage, divorce,
                                        adoption, or name
                                        change).

8.11 Staff Birth         DT      10     The month, day, and year                             1) Staff age should      Y
     Date                               on which a person was                                be greater than or
                                        born based on the                                    equal to 18 and
                                        Gregorian Calendar.                                  less than 80




     CALPADS File Specifications v2.0                                                                                                    149
     11/10 /2010
                                                                                                                         3. CALPADS File Formats – Staff Assignment



Field                   Field Max                                                                                                               Operational Updateable
  # Public Name         Type Len Definition                            Code Set         Comments                 Validation          Required      Key        Fields

8.12 Staff Gender        CS      1      A coded value              See Code Set                                                         Y
     Code                               representing the person's Gender
                                        gender. Gender is a
                                        person's actual sex or
                                        perceived sex and
                                        includes a person's
                                        perceived identity,
                                        appearance or behavior,
                                        whether or not that
                                        identity, appearance, or
                                        behavior is different from
                                        that traditionally
                                        associated with a person's
                                        sex at birth.

8.13 Staff Job           CS      2      A coded value                  See Code Set     Classified codes will                           Y
     Classification                     representing the               Educational      not be collected in
     Code                               Educational Service Job        Service Job      CALPADS
                                        Classification. An             Classification   This only applies to
                                        Educational Service Job                         certificated staff and
                                        Classification is the                           non-certificated staff
                                        classification of a specific                    with SEIDs.
                                        occupation of an
                                        individual, such as
                                        teacher, administrator, and
                                        pupil services.




     CALPADS File Specifications v2.0                                                                                                                       150
     11/10 /2010
                                                                                                                        3. CALPADS File Formats – Staff Assignment



Field                   Field Max                                                                                                                    Operational Updateable
  # Public Name         Type Len Definition                             Code Set       Comments                 Validation            Required          Key        Fields

8.14 Staff Job           NU      5      The percentage of time                         1) Format XXX.X          Staff Job                 Y
     Classification                     spent on each job                                                       Classification FTE
     FTE                                classification in relation to                  Example: 50% should      Percentage must
     Percentage                         a full-time position (100%).                   be submitted as 50 or    be Greater Than
                                                                                       50.0                     or equal to 1 and
                                                                                                                Less Than 200
                                                                                       2) Submit FTE by
                                                                                       tenths of a percentage


8.15 Non                 CS      4      A coded value                   See Code Set   1) Required for all    1) If Staff Job         If Staff Job
     Classroom                          representing the                Non            non-teach Job          Classification         Classificatio
     Based Job                          Support/Non-Classroom           Classroom      Classification         Code = 10, 11, or        n Code =
     Assignment                         Based Job Assignment.           Based or                              25 Then one or         10, 11, or 25
                                                                                       2) Note: Job Class 12,
     Code 1                             Support/Non-Classroom           Support                               more of the Non           Then Y;
                                                                                       26, and 27 (Teachers)
                                        Based Job Assignment is         Assignment                            Classroom Based            Else N
                                                                                       may also have
                                        defined as Job                                                        Job Assignment
                                                                                       approved Non-
                                        assignments that have                                                 Codes must be
                                                                                       Classroom Based Job
                                        been designated as                                                    populated
                                                                                       Assignments.
                                        support service
                                                                                                              2) Staff Job
                                        assignments or that are
                                                                                                              Classification
                                        not based in the
                                                                                                              Code and Non
                                        classroom.
                                                                                                              Classroom Based
                                                                                                              Job Assignment
                                                                                                              Code must be a
                                                                                                              valid combination
                                                                                                              as defined in the
                                                                                                              CALPADS Valid
                                                                                                              Code
                                                                                                              Combinations
                                                                                                              document




     CALPADS File Specifications v2.0                                                                                                                          151
     11/10 /2010
                                                                                                   3. CALPADS File Formats – Staff Assignment



Field                  Field Max                                                                                          Operational Updateable
  # Public Name        Type Len Definition                       Code Set       Comments   Validation          Required      Key        Fields

8.16 Non                CS      4      A coded value             See Code Set              If Staff Job           N
     Classroom                         representing the          Non                       Classification
     Based Job                         Support/Non-Classroom     Classroom                 Code = 10, 11, or
     Assignment                        Based Job Assignment.     Based or                  25 Then one or
     Code 2                            Support/Non-Classroom     Support                   more of the Non
                                       Based Job Assignment is   Assignment                Classroom Based
                                       defined as Job                                      Job Assignment
                                       assignments that have                               Codes must be
                                       been designated as                                  populated
                                       support service
                                                                                           2) Staff Job
                                       assignments or that are
                                                                                           Classification
                                       not based in the
                                                                                           Code and Non
                                       classroom.
                                                                                           Classroom Based
                                                                                           Job Assignment
                                                                                           Code must be a
                                                                                           valid combination
                                                                                           as defined in the
                                                                                           CALPADS Valid
                                                                                           Code
                                                                                           Combinations
                                                                                           document




    CALPADS File Specifications v2.0                                                                                                  152
    11/10 /2010
                                                                                                   3. CALPADS File Formats – Staff Assignment



Field                  Field Max                                                                                          Operational Updateable
  # Public Name        Type Len Definition                       Code Set       Comments   Validation          Required      Key        Fields

8.17 Non                CS      4      A coded value             See Code Set              If Staff Job           N
     Classroom                         representing the          Non                       Classification
     Based Job                         Support/Non-Classroom     Classroom                 Code = 10, 11, or
     Assignment                        Based Job Assignment.     Based or                  25 Then one or
     Code 3                            Support/Non-Classroom     Support                   more of the Non
                                       Based Job Assignment is   Assignment                Classroom Based
                                       defined as Job                                      Job Assignment
                                       assignments that have                               Codes must be
                                       been designated as                                  populated
                                       support service
                                                                                           2) Staff Job
                                       assignments or that are
                                                                                           Classification
                                       not based in the
                                                                                           Code and Non
                                       classroom.
                                                                                           Classroom Based
                                                                                           Job Assignment
                                                                                           Code must be a
                                                                                           valid combination
                                                                                           as defined in the
                                                                                           CALPADS Valid
                                                                                           Code
                                                                                           Combinations
                                                                                           document




    CALPADS File Specifications v2.0                                                                                                  153
    11/10 /2010
                                                                                                   3. CALPADS File Formats – Staff Assignment



Field                  Field Max                                                                                          Operational Updateable
  # Public Name        Type Len Definition                       Code Set       Comments   Validation          Required      Key        Fields

8.18 Non                CS      4      A coded value             See Code Set              If Staff Job           N
     Classroom                         representing the          Non                       Classification
     Based Job                         Support/Non-Classroom     Classroom                 Code = 10, 11, or
     Assignment                        Based Job Assignment.     Based or                  25 Then one or
     Code 4                            Support/Non-Classroom     Support                   more of the Non
                                       Based Job Assignment is   Assignment                Classroom Based
                                       defined as Job                                      Job Assignment
                                       assignments that have                               Codes must be
                                       been designated as                                  populated
                                       support service
                                                                                           2) Staff Job
                                       assignments or that are
                                                                                           Classification
                                       not based in the
                                                                                           Code and Non
                                       classroom.
                                                                                           Classroom Based
                                                                                           Job Assignment
                                                                                           Code must be a
                                                                                           valid combination
                                                                                           as defined in the
                                                                                           CALPADS Valid
                                                                                           Code
                                                                                           Combinations
                                                                                           document




    CALPADS File Specifications v2.0                                                                                                  154
    11/10 /2010
                                                                                                   3. CALPADS File Formats – Staff Assignment



Field                  Field Max                                                                                          Operational Updateable
  # Public Name        Type Len Definition                       Code Set       Comments   Validation          Required      Key        Fields

8.19 Non                CS      4      A coded value             See Code Set              If Staff Job           N
     Classroom                         representing the          Non                       Classification
     Based Job                         Support/Non-Classroom     Classroom                 Code = 10, 11, or
     Assignment                        Based Job Assignment.     Based or                  25
     Code 5                            Support/Non-Classroom     Support                   Then one or more
                                       Based Job Assignment is   Assignment                of the Non
                                       defined as Job                                      Classroom Based
                                       assignments that have                               Job Assignment
                                       been designated as                                  Codes must be
                                       support service                                     populated
                                       assignments or that are
                                                                                           2) Staff Job
                                       not based in the
                                                                                           Classification
                                       classroom.
                                                                                           Code and Non
                                                                                           Classroom Based
                                                                                           Job Assignment
                                                                                           Code must be a
                                                                                           valid combination
                                                                                           as defined in the
                                                                                           CALPADS Valid
                                                                                           Code
                                                                                           Combinations
                                                                                           document




    CALPADS File Specifications v2.0                                                                                                  155
    11/10 /2010
                                                                                                   3. CALPADS File Formats – Staff Assignment



Field                  Field Max                                                                                          Operational Updateable
  # Public Name        Type Len Definition                       Code Set       Comments   Validation          Required      Key        Fields

8.20 Non                CS      4      A coded value             See Code Set              If Staff Job           N
     Classroom                         representing the          Non                       Classification
     Based Job                         Support/Non-Classroom     Classroom                 Code = 10, 11, or
     Assignment                        Based Job Assignment.     Based or                  25
     Code 6                            Support/Non-Classroom     Support                   Then one or more
                                       Based Job Assignment is   Assignment                of the Non
                                       defined as Job                                      Classroom Based
                                       assignments that have                               Job Assignment
                                       been designated as                                  Codes must be
                                       support service                                     populated
                                       assignments or that are
                                                                                           2) Staff Job
                                       not based in the
                                                                                           Classification
                                       classroom.
                                                                                           Code and Non
                                                                                           Classroom Based
                                                                                           Job Assignment
                                                                                           Code must be a
                                                                                           valid combination
                                                                                           as defined in the
                                                                                           CALPADS Valid
                                                                                           Code
                                                                                           Combinations
                                                                                           document




    CALPADS File Specifications v2.0                                                                                                  156
    11/10 /2010
                                                                                                   3. CALPADS File Formats – Staff Assignment



Field                  Field Max                                                                                          Operational Updateable
  # Public Name        Type Len Definition                       Code Set       Comments   Validation          Required      Key        Fields

8.21 Non                CS      4      A coded value             See Code Set              If Staff Job           N
     Classroom                         representing the          Non                       Classification
     Based Job                         Support/Non-Classroom     Classroom                 Code = 10, 11, or
     Assignment                        Based Job Assignment.     Based or                  25 Then one or
     Code 7                            Support/Non-Classroom     Support                   more of the Non
                                       Based Job Assignment is   Assignment                Classroom Based
                                       defined as Job                                      Job Assignment
                                       assignments that have                               Codes must be
                                       been designated as                                  populated
                                       support service
                                                                                           2) Staff Job
                                       assignments or that are
                                                                                           Classification
                                       not based in the
                                                                                           Code and Non
                                       classroom.
                                                                                           Classroom Based
                                                                                           Job Assignment
                                                                                           Code must be a
                                                                                           valid combination
                                                                                           as defined in the
                                                                                           CALPADS Valid
                                                                                           Code
                                                                                           Combinations
                                                                                           document




    CALPADS File Specifications v2.0                                                                                                  157
    11/10 /2010
                                                                 3. CALPADS File Formats – Course Section



3.9      Course Section File Format
3.9.1 Submission Details
This file format is used to submit course section data. Course enrollment data must be submitted in
the fall. Course section information should be included for all course sections occurring on Census
Day or for school tracks that are not in session on Census Day, the course enrollment submission
includes the course sections that begin no later than 30 calendar days after Census Day.
Course completion data must be submitted at the end of the year. This data must be submitted for
grades 7-12 in traditional schools where instruction is departmentalized. Course section information
should be included for all course sections students completed during the academic year.
This format uses the Replacement by School of Course Delivery, Academic Year, and Academic
Term processing method. During the fall submission, the record type of CRSE (Course Section
Enrollment) must be included in the Record Type field of each record. During the end of year
submission, the record type of CRSC (Course Section Completion) must be included in the Record
Type field of each record.
This format also collects the Course information associated with each Course Section record. The
fields prefixed with "CRS" are the Course fields. The information provided in these fields should be
repeated when multiple Course Section records are submitted with the same Course Section ID.
CALPADS assumes the “CRS” field values will be repeated for all Course Section records with the
same Course Section ID and the system will not report any data differences between records if
submitted. CALPADS will accept and create a single instance of the “Course” information based on
the last record processed.
This record type is required to be submitted during the following snapshot collection windows:
   Fall 2 - Course Enrollment/Staff Assignments/EL Services
   End of Year 1 – Course Completion / Career Technical Education

3.9.2 Selection Criteria
   Fall 2 Only
        Include all Course Section records occurring on Census Day or for school tracks that are not in
         session on Census Day, the course submission includes the course sections that begin no
         later than 30 calendar days after Census Day.
        Do not include lunch, free period, student aide, teacher assistant, or study hall course
         sections.
        Note: For Job Sharing or Team Teaching, include one Course Section record for each SEID
         associated with that Course Section
        Note: Do not include records for any additional classes that students are taking at any other
         school except for classes taken at a Regional Occupation Centers (ROC) or college.
   End of Year 1 Only
        Include all Course Section records which were offered at the school and which at least one
         student primarily or secondarily enrolled in grades 7-12 completed at some time during the
         regular academic year.


CALPADS File Specifications v2.0                                                                    158
11/10 /2010
                                                                3. CALPADS File Formats – Course Section


        Note: Do not include summer school; do not include courses that students completed at any
         other school.

3.9.3 Operational Key
The following fields identify the operational key of the Course Section record:
   School of Course Delivery
   Academic Year ID
   Academic Term Code

3.9.4 Relationship to Other Record Types
This record may be submitted independently of other record types. However, a Course Section record
must exist for the student enrollment on the Student Course Section record.

3.9.5 References
The following references are available for use in the creation of this record:
   None




CALPADS File Specifications v2.0                                                               159
11/10 /2010
                                                                                                                    3. CALPADS File Formats – Course Section


    3.9.6 Record Layout
                                                               Table 3-11: Course Section Record Layout

Field           Field Max                                                                                                                 Operational Updateable
  # Public Name Type Len Definition                                        Code Set     Comments          Validation           Required      Key        Fields

9.01 Record Type        CS      4      A category describing the type of   See Code     1) CRSE is used Must equal CRSE           Y
     Code                              data record being submitted.        Set Record   for Course      or CRSC
                                                                           Type         Section
                                                                           CALPADS      Enrollment
                                                                                        information.
                                                                                        2) CRSC is used
                                                                                        for Course
                                                                                        Section
                                                                                        Completion
                                                                                        information.

9.02 Transaction        CS      1      A category describing the action   See Code                        If Transaction          N
     Type Code                         the system should take on the data Set                             Type code is null
                                       record being submitted.            Transaction                     or Transaction
                                                                          Type                            Type code = R
                                                                          CALPADS                         Then system will
                                                                                                          replace
                                                                                                          transaction;
                                                                                                          Else
                                                                                                          If Transaction
                                                                                                          Type code = D
                                                                                                          Then system will
                                                                                                          delete transaction
                                                                                                          ;




    CALPADS File Specifications v2.0                                                                                                                 160
    11/10 /2010
                                                                                                                          3. CALPADS File Formats – Course Section



Field           Field Max                                                                                                                         Operational Updateable
  # Public Name Type Len Definition                                          Code Set   Comments              Validation               Required      Key        Fields

9.03 Local Record       CS     255 A local use field to provide the                                                                       N                       X
     ID                            system record identifier for a
                                   submitted record in any CALPADS
                                   file format. This field will flow
                                   through CALPADS and be
                                   provided back to the LEA to help
                                   facilitate locating the original
                                   record in their local SIS
                                   environment.

9.04 Reporting LEA      CS      7      A unique identifier for the                      The 7-digit           1) Must equal               Y
                                       educational service institution                  County District       institution identifier
                                       responsible for obtaining and                    (CD) code must        of submitter User
                                       maintaining a student's Statewide                be submitted if       ID
                                       Student Identifier by way of an                  the entity is a
                                       enrollment record in the California              district or county
                                       Longitudinal Pupil Achievement                   office.
                                       Data System (CALPADS).
                                                                                        If the entity is an
                                                                                        independently
                                                                                        reporting charter
                                                                                        school, the
                                                                                        School (S) code
                                                                                        must be
                                                                                        submitted for
                                                                                        both the
                                                                                        Reporting LEA
                                                                                        and the School
                                                                                        of Course
                                                                                        Delivery.




    CALPADS File Specifications v2.0                                                                                                                        161
    11/10 /2010
                                                                                                                    3. CALPADS File Formats – Course Section



Field           Field Max                                                                                                                  Operational Updateable
  # Public Name Type Len Definition                                         Code Set   Comments           Validation            Required      Key        Fields

9.05 School of          CS      7      A unique identifier for the school              The 7-digit         1) Must be a valid      Y           X
     Course                            where the student is taking the                 School (S) code     code in CDS and
     Delivery                          course.                                         must be             have an active
                                                                                       submitted.          CALPADS
                                                                                                           reporting
                                                                                       If the entity is an
                                                                                                           relationship with
                                                                                       independently
                                                                                                           the Reporting LEA
                                                                                       reporting charter
                                                                                       school, the         2) The School of
                                                                                       School (S) code Course Delivery
                                                                                       must be             must match the
                                                                                       submitted for       School of
                                                                                       both the School Attendance in the
                                                                                       of Course           enrollment record.
                                                                                       Delivery and the
                                                                                       Reporting LEA.

9.06 Academic           CS      9      A unique identifier assigned to a               1) Format:                                  Y           X
     Year ID                           specific Academic Year. An                      CCYY-CCYY
                                       Academic Year is the period during              (ex. 2008-2009)
                                       which school is in regular session
                                                                                       2) Indicates the
                                       and provides a required number of
                                                                                       school year
                                       days of instruction (175 days in
                                                                                       associated with
                                       California).
                                                                                       the file.




    CALPADS File Specifications v2.0                                                                                                                 162
    11/10 /2010
                                                                                                                       3. CALPADS File Formats – Course Section



Field           Field Max                                                                                                                      Operational Updateable
  # Public Name Type Len Definition                                           Code Set    Comments            Validation         Required         Key        Fields

9.07 CRS-State          CS      4      A coded value representing a           See Code    This data                               If Local
     Course Code                       state-level Course Group. Course       Set Course element is                             Course ID is
                                       Group State is defined as a state-     Group State associated with                       not mapped
                                       level coding structure used to                     the Course.                             to State
                                       group a number of local-level                                                              Course
                                                                                          If the LEA has
                                       course descriptions by major                                                               Code in
                                                                                          mapped their
                                       subject areas (e.g.,                                                                      CALPADS
                                                                                          local course
                                       English/Language Arts,                                                                   Then Y;Else
                                                                                          codes (Local
                                       Mathematics, etc.) or to indicate                                                              N
                                                                                          Course ID) to
                                       individual-level courses.
                                                                                          State Course
                                                                                          Codes in
                                                                                          CALPADS, this
                                                                                          field may be left
                                                                                          blank.
                                                                                          CALPADS will
                                                                                          perform the
                                                                                          translation

9.08 CRS-Local          CS      10     A unique identifier assigned to a                  This data                                  Y
     Course ID                         course by a local educational                      element is
                                       agency. A Course is the                            associated with
                                       organization of subject matter and                 the Course.
                                       related learning experiences
                                       provided for the instruction of
                                       students. This is usually
                                       maintained at the local level in the
                                       form of a course catalog. A Course
                                       is not the same thing as a Class.




    CALPADS File Specifications v2.0                                                                                                                     163
    11/10 /2010
                                                                                                                      3. CALPADS File Formats – Course Section



Field           Field Max                                                                                                                   Operational Updateable
  # Public Name Type Len Definition                                          Code Set    Comments           Validation           Required      Key        Fields

9.09 CRS-Course         CS      50     The formal name of a Course as                    This data                                  Y
     Name                              established by the school or LEA.                 element is
                                       A Course is the organization of                   associated with
                                       subject matter and related learning               the Course.
                                       experiences provided for the                      This is required
                                       instruction of students. This is                  for CALPASS.
                                       usually maintained at the local
                                       level in the form of a course
                                       catalog. A Course is not the same
                                       thing as a Class.

9.10 CRS-Course         CS      4      A coded value representing the        See Code    This data          If CTE Technical        N
     Content Code                      Education Program that specific       Set         element is         Preparation
                                       course content is related to. For     Education   associated with    Course Indicator =
                                       example, all of the content of a      Program     the Course.        Y
                                       Career Technical Education course     Course
                                                                                                            Then
                                       is related to that Education          Content
                                                                                                            Course Content
                                       Program.
                                                                                                            Code must = 154
                                                                                                            or a CTE State
                                                                                                            Course Code (
                                                                                                            (i.e., 4010-5955)
                                                                                                            must be populated




    CALPADS File Specifications v2.0                                                                                                                   164
    11/10 /2010
                                                                                                                         3. CALPADS File Formats – Course Section



Field           Field Max                                                                                                                       Operational Updateable
  # Public Name Type Len Definition                                          Code Set        Comments          Validation            Required      Key        Fields

9.11 CRS-NCLB            CS      1      A coded value representing an        See Code        This data         If HQT                   Y
     Core Course                        NCLB Core Course Indicator and       Set NCLB        element is        Competency Code
     Instructional                      Instructional Level. NCLB Core       Core Course     associated with   on the Course
     Level Code                         Course Indicator and Instructional   Indicator       the Course.       Section record is
                                        Level are defined as a description   and                               populated
                                        of whether or not a local-level      Instructional                     Then NCLB Core
                                        course is a No Child Left Behind     Level                             Course
                                        core course and if so, which NCLB                                      Instructional Level
                                        Core Course Instructional Level it                                     Code must equal
                                        is.                                                                    E (Elementary
                                                                                                               Core) or S
                                                                                                               (Secondary Core)

9.12 CRS-CTE             CS      1      An indication of whether or not a                    This data                                  N
     Technical                          Career Technical Education course                    element is
     Preparation                        has been designated as a                             associated with
     Course                             Technical Preparation Course. A                      the Course.
     Indicator                          Technical Preparation (Tech.
                                        Prep.) Course is a course within a
                                        CTE technical career pathway or
                                        program that has been articulated
                                        with a postsecondary education
                                        institution; this pathway course
                                        sequence extends through two or
                                        more years of postsecondary
                                        education or through an
                                        apprenticeship program of at least
                                        two years following secondary
                                        instruction. A Tech. Prep. course
                                        can only be offered by a district
                                        belonging to a Technical
                                        Preparation Consortia with
                                        associated postsecondary
                                        education institutions.


     CALPADS File Specifications v2.0                                                                                                                     165
     11/10 /2010
                                                                                                                     3. CALPADS File Formats – Course Section



Field           Field Max                                                                                                                   Operational Updateable
  # Public Name Type Len Definition                                          Code Set   Comments           Validation            Required      Key        Fields

9.13 CRS-UC CSU         CS      1      An indication of whether or not the              This data                                   Y
     Approved                          UC/CSU systems have reviewed                     element is
     Indicator                         and approved the content of this                 associated with
                                       course as meeting one or more of                 the Course.
                                       the A-G course admission
                                       requirements. A "Y" would indicate
                                       that the course is UC/CSU-
                                       approved, an "N" would indicate
                                       that the course is not.

9.14 Course             CS      10     A unique identifier for a Course                 Example: A         Where SEID is not        Y
     Section ID                        Section assigned by a local                      unique course      = 99999999999:
                                       educational agency. The Course                   section ID would
                                                                                                           If Multiple Teacher
                                       Section ID must be unique within a               represent
                                                                                                           Code (9.25) field
                                       school by Academic Year. A                       Teacher A
                                                                                                           is populated
                                       Course Section ID represents a                   teaching algebra
                                       unique section of course content                 1 to a specific    Then
                                       being taught by one or more                      group of
                                                                                                           Course Section ID
                                       teachers to a specific group of                  students on
                                       students.                                        Monday,            must be unique by
                                                                                        Wednesday, and     Academic Year ID,
                                                                                                           School of Delivery,
                                                                                        Friday in first
                                                                                                           and SEID
                                                                                        period. The
                                                                                        same teacher       Else
                                                                                        delivering
                                                                                        Algebra 1 to a     Course Section ID
                                                                                        different group    must be unique by
                                                                                        of students in     Academic Year ID
                                                                                        second period      and School of
                                                                                        would be           Delivery
                                                                                        represented by a
                                                                                        different unique
                                                                                        course section
                                                                                        ID.


    CALPADS File Specifications v2.0                                                                                                                  166
    11/10 /2010
                                                                                                          3. CALPADS File Formats – Course Section



Field           Field Max                                                                                                       Operational Updateable
  # Public Name Type Len Definition                                        Code Set   Comments   Validation         Required       Key        Fields

9.15 Academic           CS      2      A coded value representing an       See Code                                     Y           X
     Term Code                         Academic Term. An Academic          Set
                                       Term is the period of time into     Academic
                                       which the education institution     Term
                                       divides the academic year for the
                                       purpose of instruction.




    CALPADS File Specifications v2.0                                                                                                       167
    11/10 /2010
                                                                                                                  3. CALPADS File Formats – Course Section



Field           Field Max                                                                                                               Operational Updateable
  # Public Name Type Len Definition                                        Code Set   Comments           Validation          Required      Key        Fields

9.16 SEID               CS      10     A unique identifier assigned to                SEID equal         1) SEID must be a      Y
                                       each Educator in the California                “9999999999”       valid SEID in the
                                       public education system by the                 should only be     CCTC file or SEID
                                       California Commission on Teacher               submitted in the   equal 9999999999
                                       Credentialing. This identifier is              following
                                       known as the Statewide Educator                conditions:
                                       Identifier (SEID).
                                                                                         Charter
                                                                                          School
                                                                                          teacher
                                                                                          teaching
                                                                                          non-core
                                                                                          classes as
                                                                                          defined by
                                                                                          the charter
                                                                                         Course
                                                                                          section
                                                                                          taught by a
                                                                                          teacher
                                                                                          employed by
                                                                                          a Regional
                                                                                          Occupationa
                                                                                          l Center
                                                                                         Course
                                                                                          section
                                                                                          taught by a
                                                                                          college
                                                                                          professor




    CALPADS File Specifications v2.0                                                                                                               168
    11/10 /2010
                                                                                                                        3. CALPADS File Formats – Course Section



Field           Field Max                                                                                                                     Operational Updateable
  # Public Name Type Len Definition                                             Code Set   Comments            Validation         Required       Key        Fields

9.17 Local Staff ID      CS      10     A unique identifier assigned to a                                                             Y
                                        Staff member by the local
                                        educational agency. This may or
                                        may not be the same as the
                                        identifier assigned to a staff
                                        member at the school level.

9.18 Class ID            CS      20     A unique identifier for a Class                    The Class ID                           If Record
                                        assigned by a local educational                    should not be                         Type Code
                                        agency. The Class ID must be                       used to                                 = CRSE
                                        unique within a school by                          represent more                          Then Y;
                                        Academic Year. A Class ID                          than one class in                        Else N
                                        represents a unique class in a                     a school for an
                                        school for an academic year.                       academic year.
                                                                                           For example, in
                                                                                           an elementary
                                                                                           school you
                                        A Class is defined as a specific
                                                                                           would not assign
                                        instance where one or more
                                                                                           the same Class
                                        Course Sections are delivered to                             st
                                                                                           ID for a 1 grade
                                        one or more students by one or                                  nd
                                                                                           class and 2
                                        more teachers. In most cases, a
                                                                                           grade class.
                                        Class would represent a specific
                                        teacher teaching a specific Course                 Class ID is not
                                        Section to a set of students at a                  required for
                                        specific time at a specific location.              CRSC. If Class
                                        In another scenario, a class could                 ID is submitted,
                                        represent one teacher teaching                     LEA will receive
                                        multiple Course Sections to groups                 a warning and
                                        of students at the same time in the                the Class ID
                                        same location.                                     value will not be
                                                                                           stored in
                                                                                           CALPADS.




     CALPADS File Specifications v2.0                                                                                                                    169
     11/10 /2010
                                                                                                                     3. CALPADS File Formats – Course Section



Field           Field Max                                                                                                                  Operational Updateable
  # Public Name Type Len Definition                                              Code Set        Comments   Validation         Required       Key        Fields

9.19 Course              CS      2      A coded value representing the           See Code                                          N
     Section                            Course Non Standard Instructional        Set Course
     Instructional                      Level. A Course Non-Standard             Non
     Level Code                         Instructional Level is a level at        Standard
                                        which the content of a specific          Instructional
                                        course is taught that is either          Level
                                        above or below a “standard”
                                        course instructional level. These
                                        levels may be identified by the
                                        actual level of instruction, for
                                        example, “remedial” or “college-
                                        level.” They may also be identified
                                        by equating the course content
                                        and level of instruction with a state-
                                        or nationally-recognized advanced
                                        course of study such as
                                        International Baccalaureate or
                                        Advanced Placement.

9.20 Education           CS      1      A coded value representing an            See Code                                          N
     Service Code                       Education Service. An Education          Set
                                        Service is specific service or           Education
                                        services that are performed within       Service
                                        an Education Service Category.           English
                                        Every Education Program provides         Learners
                                        one or more services to students.
                                        Each of these services falls within
                                        an Education Service Category.




     CALPADS File Specifications v2.0                                                                                                                 170
     11/10 /2010
                                                                                                                   3. CALPADS File Formats – Course Section



Field           Field Max                                                                                                                     Operational Updateable
  # Public Name Type Len Definition                                            Code Set        Comments   Validation           Required          Key        Fields

9.21 Language of        CS      2      The Language in which instruction See Code                         Must not equal 00   If Education
     Instruction                       is provided or received. Language Set                              (English) or 37        Service
     Code                              is defined as communication       Language                         (Sign Language)       Code = 1
                                       through ruled governed systems of                                                            Or
                                       spoken, signed, or written words                                                       Instructional
                                       common to a people of the same                                                          Strategy =
                                       community or nation.                                                                        600
                                                                                                                                 Then Y;
                                                                                                                                 Else N

9.22 Instructional      CS      3      A coded value representing the          See Code                                            N
     Strategy Code                     Instructional Strategy. Instructional   Set
                                       Strategy is defined as a method         Instructional
                                       used to deliver curriculum and          Strategy
                                       instruction.

9.23 Independent        CS      1      An indication of whether or not a                                                           Y
     Study                             course section is taught by way of
     Indicator                         independent study, which is
                                       defined as students working
                                       independently, according to a
                                       written agreement and under the
                                       general supervision of a
                                       credentialed teacher. While
                                       independent study students follow
                                       the district-adopted curriculum and
                                       meet the district graduation
                                       requirements, independent study
                                       offers flexibility to meet individual
                                       student needs, interests, and
                                       styles of learning. (Education Code
                                       sections 51745 et seq.)




    CALPADS File Specifications v2.0                                                                                                                    171
    11/10 /2010
                                                                                                                           3. CALPADS File Formats – Course Section



Field           Field Max                                                                                                                        Operational Updateable
  # Public Name Type Len Definition                                               Code Set   Comments             Validation         Required       Key        Fields

9.24 Distance            CS      1      An indication of whether or not                      The SEID                                    Y
     Learning                           Course Section instruction was                       required for a
     Indicator                          delivered by way of distance                         Distance
                                        learning. Distance learning is an                    Learning Course
                                        instructional method in which the                    Section is for the
                                        pupil and instructor are in different                classroom
                                        locations and interact through the                   monitor.
                                        use of computer and
                                        communications technology.
                                        Distance learning may include
                                        video or audio instruction in which
                                        the primary mode of
                                        communication between pupil and
                                        instructor is instructional television,
                                        video, telecourses, or any other
                                        instruction that relies on computer
                                        or communications technology.
                                        (Education Code Section 51865.)
                                        Online learning is only one form of
                                        distance learning. A “Y” would
                                        indicate that a Course is being
                                        delivered by way of distance
                                        learning. An “N” would indicate that
                                        the course is not.




     CALPADS File Specifications v2.0                                                                                                                       172
     11/10 /2010
                                                                                                                 3. CALPADS File Formats – Course Section



Field           Field Max                                                                                                                   Operational Updateable
  # Public Name Type Len Definition                                          Code Set       Comments   Validation             Required         Key        Fields

9.25 Multiple           CS      1      A coded value representing the        See Code                  If Multiple Teacher        N
     Teacher Code                      Multiple Teacher Code. A Multiple     Set Multiple              Code is populated
                                       Teacher Instruction Strategy is a     Teacher                   Then two or more
                                       category describing the strategy      Instruction               Course Section
                                       used when there is more than one      Strategy                  records with the
                                       Teacher teaching a Class.             Category                  same Class ID
                                                                                                       must be submitted
                                                                                                       with different
                                                                                                       SEIDs (Exception
                                                                                                       when SEID =
                                                                                                       9999999999)

9.26 Education          CS      4      A coded value representing and        See Code                                             N
     Program                           Education Program that represents     Set
     Funding                           a particular source of previous or    Education
     Source Code                       current funding. For example, if a    Program
                                       course section is or was previously   Funding
                                       funded specifically with funding      Source
                                       from the California Partnership
                                       Academies Program.

9.27 CTE Course         CS      1      A coded value representing the        See Code                                         If Course
     Section                           Career Technical Education            Set Career                                        Content
     Provider Code                     Course Provider Category. A           Technical                                       Code = 154
                                       Career Technical Education            Education                                        or a CTE
                                       Course Provider Category is a         Funding                                             State
                                       category best describing the entity   Provider                                           Course
                                       that is providing a Career            Category                                           Code is
                                       Technical Education course.                                                            populated
                                                                                                                             (i.e., 4010-
                                                                                                                                 5955)
                                                                                                                               Then Y;
                                                                                                                                Else N



    CALPADS File Specifications v2.0                                                                                                                  173
    11/10 /2010
                                                                                                            3. CALPADS File Formats – Course Section



Field           Field Max                                                                                                           Operational Updateable
  # Public Name Type Len Definition                                       Code Set      Comments   Validation         Required         Key        Fields

9.28 HQT                CS      1      A coded value representing the     See Code                                     If NCLB
     Competency                        Content Area Competency            Set Content                               Core Course
     Code                              Category. Content Area             Area                                      Instructional
                                       Competency Category is defined     Competency                                 Level Code
                                       as a method best describing the    Category                                        =E
                                       way that an Educator has                                                     (Elementary
                                       demonstrated subject matter                                                    Core) or S
                                       competence in each NCLB core                                                  (Secondary
                                       academic subject taught (or                                                       Core)
                                       multiple subjects for elementary                                                Then Y;
                                       teachers).                                                                       Else N




    CALPADS File Specifications v2.0                                                                                                          174
    11/10 /2010
                                                         3. CALPADS File Formats – Student Course Section



3.10 Student Course Section File Format
3.10.1 Submission Details
This file format is used to submit student course section data. Student course enrollment data must be
submitted in the fall. Student course section information should be included for all course sections in
which students are enrolled as of Census Day.
Student course completion data must be submitted at the end of the year. Student course section
information should be included for all course sections students completed during the academic year
and received a grade.
This format uses the Replacement by School of Course Delivery, Academic Year, and Academic
Term processing method. During the fall submission, the record type of SCSE (Student Course
Section Enrollment) must be included in the Record Type field of each record. During the end of year
submission, the record type of SCSC (Student Course Section Completion) must be included in the
Record Type field of each record.
This record type is required to be submitted during the following snapshot collection windows:
   Fall 2 - Course Enrollment/Staff Assignments/EL Services
   End of Year 1 – Course Completion / Career Technical Education

3.10.2 Selection Criteria
   Fall 2 Only
        Include all Student Course Section records for students who have an active primary,
         secondary, or short-term enrollment as of Fall Census Day, and for school tracks that are not
         in session on Census Day, include the Student Course Section records for course sections
         that begin no later than 30 calendar days after Census Day.
        Do not include lunch, free period, student aide, teacher assistant, or study hall course
         sections.
   End of Year 1 Only
        Include all Student Course Section records for students primarily or secondarily enrolled at any
         time during the current academic year that completed a course and received a grade.

3.10.3 Operational Key
The following fields identify the operational key of the Student Course Section record:
   School of Course Delivery
   Academic Year ID
   Academic Term Code

3.10.4 Relationship to Other Record Types
This record may be submitted independently of other record types. However, a Course Section record
must exist for the student enrollment on the Student Course Section record.



CALPADS File Specifications v2.0                                                                    175
11/10 /2010
                                                        3. CALPADS File Formats – Student Course Section


3.10.5 References
The following references are available for use in the creation of this record:
   None




CALPADS File Specifications v2.0                                                               176
11/10 /2010
                                                                                                         3. CALPADS File Formats – Student Course Section


    3.10.6 Record Layout
                                                        Table 3-12: Student Course Section Record Layout

Field                    Field Max                                                                                                      Operational Updateable
  #     Public Name      Type Len Definition                       Code Set       Comments             Validation            Required      Key        Fields

10.01 Record Type          CS      4   A category describing the   See Code Set   1) SCSE is used    Must equal SCSE            Y
      Code                             type of data record being   Record Type    for Student Course or SCSC
                                       submitted.                  CALPADS        Section Enrollment
                                                                                  information.
                                                                                  2) SCSC is used
                                                                                  for Student Course
                                                                                  Section
                                                                                  Completion
                                                                                  information.

10.02 Transaction          CS      1   A category describing the   See Code Set                        If Transaction           N
      Type Code                        action the system should    Transaction                         Type code is null
                                       take on the data record     Type CALPADS                        Then system will
                                       being submitted.                                                add or update
                                                                                                       transaction;
                                                                                                       Else
                                                                                                       If Transaction
                                                                                                       Type code = D
                                                                                                       Then system will
                                                                                                       delete transaction;
                                                                                                       Else
                                                                                                       If Transaction
                                                                                                       Type code = R
                                                                                                       Then system will
                                                                                                       replace
                                                                                                       transaction;




    CALPADS File Specifications v2.0                                                                                                              177
    11/10 /2010
                                                                                                        3. CALPADS File Formats – Student Course Section



Field                    Field Max                                                                                                        Operational Updateable
  #     Public Name      Type Len Definition                         Code Set   Comments              Validation               Required      Key        Fields

10.03 Local Record         CS    255 A local use field to provide                                                                 N                       X
      ID                             the system record identifier
                                     for a submitted record in
                                     any CALPADS file format.
                                     This field will flow through
                                     CALPADS and be
                                     provided back to the LEA
                                     to help facilitate locating
                                     the original record in their
                                     local SIS environment.

10.04 Reporting LEA        CS      7   A unique identifier for the              The 7-digit County    Must equal                  Y
                                       educational service                      District (CD) code    institution identifier
                                       institution responsible for              must be submitted     of submitter User
                                       obtaining and maintaining                if the entity is a    ID
                                       a student's Statewide                    district or county
                                       Student Identifier by way                office.
                                       of an enrollment record in
                                                                                If the entity is an
                                       the California Longitudinal
                                                                                independently
                                       Pupil Achievement Data
                                                                                reporting charter
                                       System (CALPADS).
                                                                                school, the School
                                                                                (S) code must be
                                                                                submitted for both
                                                                                the Reporting LEA
                                                                                and the School of
                                                                                Course Delivery.




    CALPADS File Specifications v2.0                                                                                                                178
    11/10 /2010
                                                                                                     3. CALPADS File Formats – Student Course Section



Field                    Field Max                                                                                                  Operational Updateable
  #     Public Name      Type Len Definition                         Code Set   Comments           Validation            Required      Key        Fields

10.05 School of            CS      7   A unique identifier for the              The 7-digit School 1) Must be a valid       Y           X
      Course                           school where the student                 (S) code must be code in CDS and
      Delivery                         is taking the course.                    submitted.          have an active
                                                                                                    CALPADS
                                                                                If the entity is an
                                                                                                    reporting
                                                                                independently
                                                                                                    relationship with
                                                                                reporting charter
                                                                                                    the Reporting LEA
                                                                                school, the (S)
                                                                                code must be        2) The School of
                                                                                submitted for both Course Delivery
                                                                                the School of       must match the
                                                                                Course Delivery     School of
                                                                                and the Reporting Attendance in the
                                                                                LEA.                enrollment record.

10.06 Academic             CS      9   A unique identifier                      1) Format: CCYY-                            Y           X
      Year ID                          assigned to a specific                   CCYY (ex. 2008-
                                       Academic Year. An                        2009)
                                       Academic Year is the
                                                                                2) Indicates the
                                       period during which school
                                                                                school year
                                       is in regular session and
                                                                                associated with
                                       provides a required
                                                                                the file.
                                       number of days of
                                       instruction (175 days in
                                       California).




    CALPADS File Specifications v2.0                                                                                                          179
    11/10 /2010
                                                                                                           3. CALPADS File Formats – Student Course Section



Field                    Field Max                                                                                                       Operational Updateable
  #     Public Name      Type Len Definition                           Code Set   Comments                Validation         Required       Key        Fields

10.07 SSID                 CS     10   The unique identifier for                                          Must be a valid       Y
                                       the student assigned to or                                         CALPADS SSID
                                       by the first California
                                       district in which the student
                                       is enrolled in accordance
                                       with CDE established
                                       standards. This number
                                       follows the student from
                                       school to school
                                       throughout his/her K-12
                                       career.

10.08 Local Student        CS     15   A unique identifier                        1) Updates to this                            Y
      ID                               assigned to the student by                 field must be
                                       a local educational                        made through the
                                       agency. This may not                       SSID Enrollment
                                       necessarily be the same                    file;
                                       as the identifier assigned
                                                                                  2) Field is included
                                       to the student at the school
                                                                                  to assist with the
                                       level.
                                                                                  identification of the
                                                                                  student




    CALPADS File Specifications v2.0                                                                                                                180
    11/10 /2010
                                                                                                           3. CALPADS File Formats – Student Course Section



Field                    Field Max                                                                                                        Operational Updateable
  #     Public Name      Type Len Definition                          Code Set   Comments                Validation            Required      Key        Fields

10.09 Student Legal        CS     30   The Student Legal First                   1) Updates to this      May only include         Y
      First Name                       Name of the student. The                  field must be           Alphabetic letters,
                                       Student Legal First Name                  made through the        numbers, periods,
                                       is the first name of the                  Student                 hyphens and
                                       person which is given to a                Information file;       apostrophes
                                       person after birth (e.g.,
                                                                                 2) Field is included
                                       birth, baptism, or other
                                                                                 to assist with the
                                       naming ceremony
                                                                                 identification of the
                                       certificate; or birth
                                                                                 student
                                       verification document) or
                                       through legal action (e.g.,
                                       marriage, divorce,
                                       adoption, or name
                                       change).

10.10 Student Legal        CS     50   The Student Legal Last                    1) Updates to this      May only include         Y
      Last Name                        Name of the student. The                  field must be           Alphabetic letters,
                                       Student Legal Last Name                   made through the        numbers, periods,
                                       is the name borne in                      Student                 hyphens and
                                       common by members of a                    Information file;       apostrophes
                                       person‟s family, or the last
                                                                                 2) Field is included
                                       name recognized as the
                                                                                 to assist with the
                                       formal and consistent last
                                                                                 identification of the
                                       name given to a person
                                                                                 student
                                       after birth (e.g., birth,
                                       baptism, or other naming
                                       ceremony certificate; or
                                       birth verification document)
                                       or through legal action
                                       (e.g., marriage, divorce,
                                       adoption, or name
                                       change).




    CALPADS File Specifications v2.0                                                                                                                181
    11/10 /2010
                                                                                                          3. CALPADS File Formats – Student Course Section



Field                    Field Max                                                                                                      Operational Updateable
  #     Public Name      Type Len Definition                       Code Set      Comments                Validation         Required       Key        Fields

10.11 Student Birth        DT      8   The month, day, and year                  1) Format:         Student Gender             Y
      Date                             on which a person was                     CCYYMMDD, e.g. Code and Student
                                       born based on the                         20081025;          Date of Birth Year
                                       Gregorian Calendar.                                          must equal
                                                                                 2) Updates to this
                                                                                                    existing ODS
                                                                                 field must be
                                                                                                    Student Gender
                                                                                 made through the
                                                                                                    Code and Student
                                                                                 Student
                                                                                                    Date of Birth Year
                                                                                 Information file;
                                                                                 3) Field is included
                                                                                 for validation and
                                                                                 to assist with the
                                                                                 identification of the
                                                                                 student

10.12 Student              CS      1   A coded value              See Code Set   1) Updates to this    Student Gender          Y
      Gender Code                      representing the person's Gender          field must be         Code and Student
                                       gender. Gender is a                       made through the      Date of Birth Year
                                       person's actual sex or                    Student               must equal
                                       perceived sex and                         Information file;     existing ODS
                                       includes a person's                                             Student Gender
                                                                                 2) Field is included
                                       perceived identity,                                             Code and Student
                                                                                 for validation and
                                       appearance or behavior,                                         Date of Birth Year
                                                                                 to assist with the
                                       whether or not that
                                                                                 identification of the
                                       identity, appearance, or
                                                                                 student
                                       behavior is different from
                                       that traditionally
                                       associated with a person's
                                       sex at birth.

10.13 Local Course         CS     10   A unique identifier                                                                     Y
      ID                               assigned to a course by a
                                       local educational agency.



    CALPADS File Specifications v2.0                                                                                                               182
    11/10 /2010
                                                                                                        3. CALPADS File Formats – Student Course Section



Field                    Field Max                                                                                                    Operational Updateable
  #     Public Name      Type Len Definition                         Code Set    Comments              Validation         Required       Key        Fields

10.14 Course               CS     10   A unique identifier for a                 Example: A unique                           Y
      Section ID                       Course Section assigned                   course section ID
                                       by a local educational                    would represent
                                       agency. The Course                        Teacher A
                                       Section ID must be unique                 teaching algebra 1
                                       within a school by                        to a specific group
                                       Academic Year. A Course                   of students on
                                       Section ID represents a                   Monday,
                                       unique section of course                  Wednesday, and
                                       content being taught by                   Friday in first
                                       one or more teachers to a                 period. The same
                                       specific group of students.               teacher delivering
                                                                                 Algebra 1 to a
                                                                                 different group of
                                                                                 students in second
                                                                                 period would be
                                                                                 represented by a
                                                                                 different unique
                                                                                 course section ID.

10.15 Academic             CS      2   A coded value              See Code Set                                               Y            X
      Term Code                        representing an Academic Academic Term
                                       Term. An Academic Term
                                       is the period of time into
                                       which the education
                                       institution divides the
                                       academic year for the
                                       purpose of instruction.




    CALPADS File Specifications v2.0                                                                                                             183
    11/10 /2010
                                                                                                         3. CALPADS File Formats – Student Course Section



Field                    Field Max                                                                                                      Operational Updateable
  #     Public Name      Type Len Definition                         Code Set       Comments            Validation         Required        Key        Fields

10.16 Student             NU       5   A count of the credits                       1) Data are only                       If Record
      Credits                          (Carnegie units) attempted                   required for                          Type Code
      Attempted                        by a student for a specific                  departmentalized                        = SCSC
                                       Course Section.                              courses grade 9-                        Then Y;
                                                                                    12.                                      Else N
                                                                                    2) Decimal
                                                                                    included
                                                                                    Format (xx.xx)
                                                                                    1) Data are only
10.17 Student             NU       5   A count of the credits                                                              If Record
                                                                                    required for
      Credits                          (Carnegie units) earned                                                            Type Code
                                                                                    departmentalized
      Earned                           after a student completes                                                         = SCSC and
                                                                                    courses grade 9 -
                                       a specific Course Section.                                                        Grade Level
                                                                                    12.
                                                                                                                         Code is 9-12
                                                                                    2) Decimal                              Then Y;
                                                                                    included                                 Else N
                                                                                    Format (xx.xx)
                                                                                    Data are only
10.18 Student              CS      3   The final grade a student                                                           If Record
                                                                                    required for
      Course Final                     received after completing a                                                        Type Code
                                                                                    departmentalized
      Grade                            specific Course Section.                                                             = SCSC
                                                                                    courses grade 7-
                                                                                                                            Then Y;
                                                                                    12.
                                                                                                                             Else N

10.19 UC/CSU               CS      2   A coded value                 See Code Set   Data are only                             N
      Admission                        representing University of    College        required for
      Requirement                      California or California      Admission      departmentalized
      Code                             State University College      Requirement    courses grade 7-
                                       Admission Course                             12.
                                       Requirement that a high
                                       school course has been
                                       determined to meet. This
                                       determination is made by
                                       the UC/CSU systems.


    CALPADS File Specifications v2.0                                                                                                              184
    11/10 /2010
                                                                                4. CALPADS Code Sets



4.       CALPADS Code Sets
The CFS Code Set document is in Excel format and contains the current code values referenced in
the CFS for the coded value data elements. The Code Set document includes the Code Set Name,
Coded Value, Name, and Description for each code value in the table.
An LEA must submit a valid CALPADS code for the coded value data element or establish a local
code mapping to the CALPADS code set via the local code translation function within CALPADS. If a
local code translation is established within CALPADS, an LEA may submit the local code value in the
data element and CALPADS will translate the local code value to the mapped state code.
Reference the CALPADS Code Sets Excel spreadsheet file with the same version label as this
document (CALPADS File Specification).

4.1      Exceptions
The legacy SRRTS code values may not be submitted to CALPADS, except for the Student Exit
Reason Code data element, which is admissible during the 2009-2010 school year, whereupon an
LEA may submit the CALPADS Student Exit Category Codes or the legacy SRRTS Exit Codes to
CALPADS. If a legacy SRRTS code is provided in the Student Exit Reason Code data element,
CALPADS will translate the legacy value to the CALPADS code sets. An LEA is not required to
establish a translation table in this scenario.
Additionally, if a legacy code is provided in the Student Exit Reason Code data element, the Student
School Completion Status must be blank. Additionally, when providing student exit information the
Student School Exit Date is required regardless of whether the CALPADS Exit Code or legacy
SRRTS Exit Code set is provided.

4.2      CALPADS Valid Code Combinations
The CFS requires certain code values be submitted with a valid combination of another code value.
The CALPADS Valid Code Combinations document defines the valid combinations between two code
sets. Reference the CALPADS Valid Code Combinations Excel spreadsheet file with the same
version label as this document (CALPADS File Specification).




CALPADS File Specifications v2.0                                                                  185
11/10 /2010
                                                                                        5. Character Sets



5.       Character Sets
CALPADS will use the Windows 1252 character set. Records with Character String field type can only
use a subset of the valid characters listed in this section. This subset includes all alphabetic letters,
numbers, periods, hyphens and apostrophes. Records containing characters outside the character set
defined below will be identified as an error.
                                        Table 5-1: Character Set




00   =   U+0000     :   NULL
01   =   U+0001     :   START OF HEADING
02   =   U+0002     :   START OF TEXT
03   =   U+0003     :   END OF TEXT
04   =   U+0004     :   END OF TRANSMISSION
05   =   U+0005     :   ENQUIRY
06   =   U+0006     :   ACKNOWLEDGE
07   =   U+0007     :   BELL
08   =   U+0008     :   BACKSPACE
CALPADS File Specifications v2.0                                                                      186
11/10 /2010
                                                    5. Character Sets


09   =   U+0009     :   HORIZONTAL TABULATION
0A   =   U+000A     :   LINE FEED
0B   =   U+000B     :   VERTICAL TABULATION
0C   =   U+000C     :   FORM FEED
0D   =   U+000D     :   CARRIAGE RETURN
0E   =   U+000E     :   SHIFT OUT
0F   =   U+000F     :   SHIFT IN
10   =   U+0010     :   DATA LINK ESCAPE
11   =   U+0011     :   DEVICE CONTROL ONE
12   =   U+0012     :   DEVICE CONTROL TWO
13   =   U+0013     :   DEVICE CONTROL THREE
14   =   U+0014     :   DEVICE CONTROL FOUR
15   =   U+0015     :   NEGATIVE ACKNOWLEDGE
16   =   U+0016     :   SYNCHRONOUS IDLE
17   =   U+0017     :   END OF TRANSMISSION BLOCK
18   =   U+0018     :   CANCEL
19   =   U+0019     :   END OF MEDIUM
1A   =   U+001A     :   SUBSTITUTE
1B   =   U+001B     :   ESCAPE
1C   =   U+001C     :   FILE SEPARATOR
1D   =   U+001D     :   GROUP SEPARATOR
1E   =   U+001E     :   RECORD SEPARATOR
1F   =   U+001F     :   UNIT SEPARATOR
20   =   U+0020     :   SPACE
21   =   U+0021     :   EXCLAMATION MARK
22   =   U+0022     :   QUOTATION MARK
23   =   U+0023     :   NUMBER SIGN
24   =   U+0024     :   DOLLAR SIGN
25   =   U+0025     :   PERCENT SIGN
26   =   U+0026     :   AMPERSAND
27   =   U+0027     :   APOSTROPHE
28   =   U+0028     :   LEFT PARENTHESIS
29   =   U+0029     :   RIGHT PARENTHESIS
2A   =   U+002A     :   ASTERISK
2B   =   U+002B     :   PLUS SIGN
2C   =   U+002C     :   COMMA
2D   =   U+002D     :   HYPHEN-MINUS
2E   =   U+002E     :   FULL STOP
2F   =   U+002F     :   SOLIDUS
30   =   U+0030     :   DIGIT ZERO
31   =   U+0031     :   DIGIT ONE
32   =   U+0032     :   DIGIT TWO
33   =   U+0033     :   DIGIT THREE
34   =   U+0034     :   DIGIT FOUR
35   =   U+0035     :   DIGIT FIVE
36   =   U+0036     :   DIGIT SIX
37   =   U+0037     :   DIGIT SEVEN
38   =   U+0038     :   DIGIT EIGHT
39   =   U+0039     :   DIGIT NINE
3A   =   U+003A     :   COLON
3B   =   U+003B     :   SEMICOLON
3C   =   U+003C     :   LESS-THAN SIGN
3D   =   U+003D     :   EQUALS SIGN
3E   =   U+003E     :   GREATER-THAN SIGN
3F   =   U+003F     :   QUESTION MARK
40   =   U+0040     :   COMMERCIAL AT
41   =   U+0041     :   LATIN CAPITAL LETTER A
42   =   U+0042     :   LATIN CAPITAL LETTER B
CALPADS File Specifications v2.0                                 187
11/10 /2010
                                                   5. Character Sets


43   =   U+0043     :   LATIN CAPITAL LETTER   C
44   =   U+0044     :   LATIN CAPITAL LETTER   D
45   =   U+0045     :   LATIN CAPITAL LETTER   E
46   =   U+0046     :   LATIN CAPITAL LETTER   F
47   =   U+0047     :   LATIN CAPITAL LETTER   G
48   =   U+0048     :   LATIN CAPITAL LETTER   H
49   =   U+0049     :   LATIN CAPITAL LETTER   I
4A   =   U+004A     :   LATIN CAPITAL LETTER   J
4B   =   U+004B     :   LATIN CAPITAL LETTER   K
4C   =   U+004C     :   LATIN CAPITAL LETTER   L
4D   =   U+004D     :   LATIN CAPITAL LETTER   M
4E   =   U+004E     :   LATIN CAPITAL LETTER   N
4F   =   U+004F     :   LATIN CAPITAL LETTER   O
50   =   U+0050     :   LATIN CAPITAL LETTER   P
51   =   U+0051     :   LATIN CAPITAL LETTER   Q
52   =   U+0052     :   LATIN CAPITAL LETTER   R
53   =   U+0053     :   LATIN CAPITAL LETTER   S
54   =   U+0054     :   LATIN CAPITAL LETTER   T
55   =   U+0055     :   LATIN CAPITAL LETTER   U
56   =   U+0056     :   LATIN CAPITAL LETTER   V
57   =   U+0057     :   LATIN CAPITAL LETTER   W
58   =   U+0058     :   LATIN CAPITAL LETTER   X
59   =   U+0059     :   LATIN CAPITAL LETTER   Y
5A   =   U+005A     :   LATIN CAPITAL LETTER   Z
5B   =   U+005B     :   LEFT SQUARE BRACKET
5C   =   U+005C     :   REVERSE SOLIDUS
5D   =   U+005D     :   RIGHT SQUARE BRACKET
5E   =   U+005E     :   CIRCUMFLEX ACCENT
5F   =   U+005F     :   LOW LINE
60   =   U+0060     :   GRAVE ACCENT
61   =   U+0061     :   LATIN SMALL LETTER A
62   =   U+0062     :   LATIN SMALL LETTER B
63   =   U+0063     :   LATIN SMALL LETTER C
64   =   U+0064     :   LATIN SMALL LETTER D
65   =   U+0065     :   LATIN SMALL LETTER E
66   =   U+0066     :   LATIN SMALL LETTER F
67   =   U+0067     :   LATIN SMALL LETTER G
68   =   U+0068     :   LATIN SMALL LETTER H
69   =   U+0069     :   LATIN SMALL LETTER I
6A   =   U+006A     :   LATIN SMALL LETTER J
6B   =   U+006B     :   LATIN SMALL LETTER K
6C   =   U+006C     :   LATIN SMALL LETTER L
6D   =   U+006D     :   LATIN SMALL LETTER M
6E   =   U+006E     :   LATIN SMALL LETTER N
6F   =   U+006F     :   LATIN SMALL LETTER O
70   =   U+0070     :   LATIN SMALL LETTER P
71   =   U+0071     :   LATIN SMALL LETTER Q
72   =   U+0072     :   LATIN SMALL LETTER R
73   =   U+0073     :   LATIN SMALL LETTER S
74   =   U+0074     :   LATIN SMALL LETTER T
75   =   U+0075     :   LATIN SMALL LETTER U
76   =   U+0076     :   LATIN SMALL LETTER V
77   =   U+0077     :   LATIN SMALL LETTER W
78   =   U+0078     :   LATIN SMALL LETTER X
79   =   U+0079     :   LATIN SMALL LETTER Y
7A   =   U+007A     :   LATIN SMALL LETTER Z
7B   =   U+007B     :   LEFT CURLY BRACKET
7C   =   U+007C     :   VERTICAL LINE
CALPADS File Specifications v2.0                                188
11/10 /2010
                                                                     5. Character Sets


7D   =   U+007D     :   RIGHT CURLY BRACKET
7E   =   U+007E     :   TILDE
7F   =   U+007F     :   DELETE
80   =   U+20AC     :   EURO SIGN
82   =   U+201A     :   SINGLE LOW-9 QUOTATION MARK
83   =   U+0192     :   LATIN SMALL LETTER F WITH HOOK
84   =   U+201E     :   DOUBLE LOW-9 QUOTATION MARK
85   =   U+2026     :   HORIZONTAL ELLIPSIS
86   =   U+2020     :   DAGGER
87   =   U+2021     :   DOUBLE DAGGER
88   =   U+02C6     :   MODIFIER LETTER CIRCUMFLEX ACCENT
89   =   U+2030     :   PER MILLE SIGN
8A   =   U+0160     :   LATIN CAPITAL LETTER S WITH CARON
8B   =   U+2039     :   SINGLE LEFT-POINTING ANGLE QUOTATION MARK
8C   =   U+0152     :   LATIN CAPITAL LIGATURE OE
8E   =   U+017D     :   LATIN CAPITAL LETTER Z WITH CARON
91   =   U+2018     :   LEFT SINGLE QUOTATION MARK
92   =   U+2019     :   RIGHT SINGLE QUOTATION MARK
93   =   U+201C     :   LEFT DOUBLE QUOTATION MARK
94   =   U+201D     :   RIGHT DOUBLE QUOTATION MARK
95   =   U+2022     :   BULLET
96   =   U+2013     :   EN DASH
97   =   U+2014     :   EM DASH
98   =   U+02DC     :   SMALL TILDE
99   =   U+2122     :   TRADE MARK SIGN
9A   =   U+0161     :   LATIN SMALL LETTER S WITH CARON
9B   =   U+203A     :   SINGLE RIGHT-POINTING ANGLE QUOTATION MARK
9C   =   U+0153     :   LATIN SMALL LIGATURE OE
9E   =   U+017E     :   LATIN SMALL LETTER Z WITH CARON
9F   =   U+0178     :   LATIN CAPITAL LETTER Y WITH DIAERESIS
A0   =   U+00A0     :   NO-BREAK SPACE
A1   =   U+00A1     :   INVERTED EXCLAMATION MARK
A2   =   U+00A2     :   CENT SIGN
A3   =   U+00A3     :   POUND SIGN
A4   =   U+00A4     :   CURRENCY SIGN
A5   =   U+00A5     :   YEN SIGN
A6   =   U+00A6     :   BROKEN BAR
A7   =   U+00A7     :   SECTION SIGN
A8   =   U+00A8     :   DIAERESIS
A9   =   U+00A9     :   COPYRIGHT SIGN
AA   =   U+00AA     :   FEMININE ORDINAL INDICATOR
AB   =   U+00AB     :   LEFT-POINTING DOUBLE ANGLE QUOTATION MARK
AC   =   U+00AC     :   NOT SIGN
AD   =   U+00AD     :   SOFT HYPHEN
AE   =   U+00AE     :   REGISTERED SIGN
AF   =   U+00AF     :   MACRON
B0   =   U+00B0     :   DEGREE SIGN
B1   =   U+00B1     :   PLUS-MINUS SIGN
B2   =   U+00B2     :   SUPERSCRIPT TWO
B3   =   U+00B3     :   SUPERSCRIPT THREE
B4   =   U+00B4     :   ACUTE ACCENT
B5   =   U+00B5     :   MICRO SIGN
B6   =   U+00B6     :   PILCROW SIGN
B7   =   U+00B7     :   MIDDLE DOT
B8   =   U+00B8     :   CEDILLA
B9   =   U+00B9     :   SUPERSCRIPT ONE
BA   =   U+00BA     :   MASCULINE ORDINAL INDICATOR
BB   =   U+00BB     :   RIGHT-POINTING DOUBLE ANGLE QUOTATION MARK
CALPADS File Specifications v2.0                                                  189
11/10 /2010
                                                                 5. Character Sets


BC   =   U+00BC     :   VULGAR FRACTION ONE QUARTER
BD   =   U+00BD     :   VULGAR FRACTION ONE HALF
BE   =   U+00BE     :   VULGAR FRACTION THREE QUARTERS
BF   =   U+00BF     :   INVERTED QUESTION MARK
C0   =   U+00C0     :   LATIN CAPITAL LETTER A WITH GRAVE
C1   =   U+00C1     :   LATIN CAPITAL LETTER A WITH ACUTE
C2   =   U+00C2     :   LATIN CAPITAL LETTER A WITH CIRCUMFLEX
C3   =   U+00C3     :   LATIN CAPITAL LETTER A WITH TILDE
C4   =   U+00C4     :   LATIN CAPITAL LETTER A WITH DIAERESIS
C5   =   U+00C5     :   LATIN CAPITAL LETTER A WITH RING ABOVE
C6   =   U+00C6     :   LATIN CAPITAL LETTER AE
C7   =   U+00C7     :   LATIN CAPITAL LETTER C WITH CEDILLA
C8   =   U+00C8     :   LATIN CAPITAL LETTER E WITH GRAVE
C9   =   U+00C9     :   LATIN CAPITAL LETTER E WITH ACUTE
CA   =   U+00CA     :   LATIN CAPITAL LETTER E WITH CIRCUMFLEX
CB   =   U+00CB     :   LATIN CAPITAL LETTER E WITH DIAERESIS
CC   =   U+00CC     :   LATIN CAPITAL LETTER I WITH GRAVE
CD   =   U+00CD     :   LATIN CAPITAL LETTER I WITH ACUTE
CE   =   U+00CE     :   LATIN CAPITAL LETTER I WITH CIRCUMFLEX
CF   =   U+00CF     :   LATIN CAPITAL LETTER I WITH DIAERESIS
D0   =   U+00D0     :   LATIN CAPITAL LETTER ETH
D1   =   U+00D1     :   LATIN CAPITAL LETTER N WITH TILDE
D2   =   U+00D2     :   LATIN CAPITAL LETTER O WITH GRAVE
D3   =   U+00D3     :   LATIN CAPITAL LETTER O WITH ACUTE
D4   =   U+00D4     :   LATIN CAPITAL LETTER O WITH CIRCUMFLEX
D5   =   U+00D5     :   LATIN CAPITAL LETTER O WITH TILDE
D6   =   U+00D6     :   LATIN CAPITAL LETTER O WITH DIAERESIS
D7   =   U+00D7     :   MULTIPLICATION SIGN
D8   =   U+00D8     :   LATIN CAPITAL LETTER O WITH STROKE
D9   =   U+00D9     :   LATIN CAPITAL LETTER U WITH GRAVE
DA   =   U+00DA     :   LATIN CAPITAL LETTER U WITH ACUTE
DB   =   U+00DB     :   LATIN CAPITAL LETTER U WITH CIRCUMFLEX
DC   =   U+00DC     :   LATIN CAPITAL LETTER U WITH DIAERESIS
DD   =   U+00DD     :   LATIN CAPITAL LETTER Y WITH ACUTE
DE   =   U+00DE     :   LATIN CAPITAL LETTER THORN
DF   =   U+00DF     :   LATIN SMALL LETTER SHARP S
E0   =   U+00E0     :   LATIN SMALL LETTER A WITH GRAVE
E1   =   U+00E1     :   LATIN SMALL LETTER A WITH ACUTE
E2   =   U+00E2     :   LATIN SMALL LETTER A WITH CIRCUMFLEX
E3   =   U+00E3     :   LATIN SMALL LETTER A WITH TILDE
E4   =   U+00E4     :   LATIN SMALL LETTER A WITH DIAERESIS
E5   =   U+00E5     :   LATIN SMALL LETTER A WITH RING ABOVE
E6   =   U+00E6     :   LATIN SMALL LETTER AE
E7   =   U+00E7     :   LATIN SMALL LETTER C WITH CEDILLA
E8   =   U+00E8     :   LATIN SMALL LETTER E WITH GRAVE
E9   =   U+00E9     :   LATIN SMALL LETTER E WITH ACUTE
EA   =   U+00EA     :   LATIN SMALL LETTER E WITH CIRCUMFLEX
EB   =   U+00EB     :   LATIN SMALL LETTER E WITH DIAERESIS
EC   =   U+00EC     :   LATIN SMALL LETTER I WITH GRAVE
ED   =   U+00ED     :   LATIN SMALL LETTER I WITH ACUTE
EE   =   U+00EE     :   LATIN SMALL LETTER I WITH CIRCUMFLEX
EF   =   U+00EF     :   LATIN SMALL LETTER I WITH DIAERESIS
F0   =   U+00F0     :   LATIN SMALL LETTER ETH
F1   =   U+00F1     :   LATIN SMALL LETTER N WITH TILDE
F2   =   U+00F2     :   LATIN SMALL LETTER O WITH GRAVE
F3   =   U+00F3     :   LATIN SMALL LETTER O WITH ACUTE
F4   =   U+00F4     :   LATIN SMALL LETTER O WITH CIRCUMFLEX
F5   =   U+00F5     :   LATIN SMALL LETTER O WITH TILDE
CALPADS File Specifications v2.0                                              190
11/10 /2010
                                                                   5. Character Sets


F6   =   U+00F6     :   LATIN SMALL LETTER   O WITH DIAERESIS
F7   =   U+00F7     :   DIVISION SIGN
F8   =   U+00F8     :   LATIN SMALL LETTER   O WITH   STROKE
F9   =   U+00F9     :   LATIN SMALL LETTER   U WITH   GRAVE
FA   =   U+00FA     :   LATIN SMALL LETTER   U WITH   ACUTE
FB   =   U+00FB     :   LATIN SMALL LETTER   U WITH   CIRCUMFLEX
FC   =   U+00FC     :   LATIN SMALL LETTER   U WITH   DIAERESIS
FD   =   U+00FD     :   LATIN SMALL LETTER   Y WITH   ACUTE
FE   =   U+00FE     :   LATIN SMALL LETTER   THORN
FF   =   U+00FF     :   LATIN SMALL LETTER   Y WITH   DIAERESIS




CALPADS File Specifications v2.0                                                191
11/10 /2010
                                                                                                      6. Glossary



6.       Glossary
 Term                              Definition

 Active Enrollment                 A student school enrollment that was open as of the processing
                                   date.

 Census Day                        A day within the Academic Year on which an official count is
                                   taken. There are two census days, one for Fall and one for Spring.
                                   The Fall Census Day is the first Wednesday in October.
                                   The Spring Census Day is the closest open school day on or
                                   before March 1st.

 Class                             See CALPADS File Specifications for definition of Class ID.
                                   Reporting # of Classes and Class Enrollment
                                      If the course sections within a Class ID (i.e., class) map to
                                       different State Course Codes, the Class ID is reported as a
                                       class for each State Course Code. The students enrolled in
                                       the individual course sections are reported according to the
                                       State Course Code to which the section maps.
                                   If the course sections within a Class ID map to different Content
                                   Area Categories (via their mapping to a State Course Code), the
                                   Class ID is reported as a class for each Content Area Category.
                                   The students enrolled in the individual course sections are
                                   reported according to the Content Area to which the section maps.

 Current Enrollment                A student school enrollment that is open as of the current date.

 Dropout                           A student, with an enrollment status of Primary, who meets the
                                   following criteria:
                                   1) Was enrolled in grade 7, 8, 9, 10, 11, 12 or Ungraded
                                   Secondary (US) at some time during the school year prior to the
                                   current school year (i.e., the school year prior to the school year
                                   for which dropouts are being reported)
                                   2) Left school prior to completing the previous school year
                                   OR
                                   Successfully completed the previous school year but did not begin
                                   attending the next grade (7, 8, 9, 10, 11, 12 or US) in the school to
                                   which he or she was assigned or in which he or she had pre-
                                   registered or was expected to attend during the current school
                                   year
                                   AND
                                   3) Is not known to be enrolled and attending any private or public
                                   school as of Census Day during the current school year

                                   Dropouts are reported in two categories: No Shows and Other.




CALPADS File Specifications v2.0                                                                             192
11/10 /2010
                                                                                                      6. Glossary



 Term                              Definition

 Dropout/Graduate Reporting        The time period used to examine student school exits to determine
 Cycle                             which students are reported as dropouts and graduates. A cycle is
                                   August 16 of Year 1 to August 15 of Year 2 (i.e., the subsequent
                                   year).

 Graduate                          A student who has completed the CA requirements of the
                                   education program in which enrolled.

 No Show                           A No Show is a student who did not begin attending the school to
                                   which he or she was assigned or in which he or she had pre-
                                   registered or was expected to attend during the Current School
                                   Year.
                                   There are multiple types of No Shows: Same school (N420) and
                                   other (N470). Some No Shows are counted as dropouts, while
                                   others are not, depending on the student's school exit code.
                                   Therefore, a No Show exit must be posted in order to determine if
                                   the student is a dropout and to prevent the student from being
                                   considered in enrollment at the school.

 NoShow (Dropout)                  A No Show (Dropout) is a type of Dropout who successfully
                                   completed the prior school year but did not begin attending the
                                   next grade (7, 8, 9, 10, 11, or 12) in the school to which he or she
                                   was assigned or in which he or she had pre-registered and was
                                   expected to attend during the following academic year.

 Open Enrollment                   A student school enrollment that has not been exited as of the
                                   Reporting Calendar Report Date or other specified "As of" date
                                   being examined. The last possible enrollment date in a student's
                                   enrollment is the date on which the exit is posted.

 Report Date                       The date to use to perform any date specific calculations such as
                                   student age or enrollment (i.e., "As of" date)

 Reporting Period                  A reference to all of the calendar dates included within the Report
                                   From Date and the Report Through Date, inclusive

 Title III Eligible Immigrant      The term "eligible immigrant student" is defined in Title III, Section
                                   3301(6) as an individual student who (a) is aged three through
                                   twenty-one; (b) is enrolled in any public or private elementary or
                                   secondary school in kindergarten through grade twelve; (c) was
                                   not born in the United States (50 states, Puerto Rico and
                                   Washington, D.C.); and (d) has not been attending any one or
                                   more schools in the United States for more than three full school
                                   years. (SOURCE:
                                   http://www.cde.ca.gov/sp/el/t3/title3faq.asp#Immigrant)




CALPADS File Specifications v2.0                                                                             193
11/10 /2010
                                                                                                                           7 Appendix A



7.       Appendix A – XML Schemas
The XML schemas for each record type are identified in the sections below. Non required data elements with no value do need to be
included in the data submission.

7.1      SSID Enrollment
<?xml version="1.0" encoding="UTF-8"?>
<CALPADSRecords FileType="SENR">
         <Record>
                  <RecordTypeCode>SENR</RecordTypeCode>
                  <TransactionTypeCode/>
                  <LocalRecordID>2345</LocalRecordID>
                  <ReportingLEA>7777777</ReportingLEA>
                  <SchoolOfAttendance>1234567</SchoolOfAttendance>
                  <SchoolOfAttendanceNPS/>
                  <AcademicYearID>2008-2009</AcademicYearID>
                  <SSID>1234567891</SSID>
                  <LocalStudentID>384734</LocalStudentID>
                  <StudentLegalFirstName>Peter</StudentLegalFirstName>
                  <StudentLegalMiddleName>Jacob</StudentLegalMiddleName>
                  <StudentLegalLastName>Perrier</StudentLegalLastName>
                  <StudentLegalNameSuffix>Senior</StudentLegalNameSuffix>
                  <StudentAliasFirstName/>
                  <StudentAliasMiddleName/>
                  <StudentAliasLastName/>
                  <StudentBirthDate>19920221</StudentBirthDate>
CALPADS File Specifications v2.0                                                                                               194
11/10 /2010
                                                                                         7 Appendix A


                  <StudentGenderCode>M</StudentGenderCode>
                  <StudentBirthCity>Alexandria</StudentBirthCity>
                  <StudentBirthStateProvinceCode>US-VA</StudentBirthStateProvinceCode>
                  <StudentBirthCountryCode>US</StudentBirthCountryCode>
                  <PrimaryLanguageCode>00</PrimaryLanguageCode>
                  <StudentSchoolStartDate>19970902</StudentSchoolStartDate>
                  <EnrollmentStatusCode>10</EnrollmentStatusCode>
                  <GradeLevelCode>09</GradeLevelCode>
                  <StudentSchoolExitDate>20090521</StudentSchoolExitDate>
                  <StudentExitReasonCode>E410</StudentExitReasonCode>
                  <StudentSchoolCompletionStatus/>
                  <ExpectedReceiverSchoolofAttendance/>
                  <StudentMetAllUCCSURequirementsIndicator/>
         </Record>
</CALPADSRecords >




CALPADS File Specifications v2.0                                                            195
11/10 /2010
                                                                                                                       7 Appendix A



7.2      Student Information
Note: Record Type may equal SINF, SIGR, SIDM, SIEL, SIST, or SIAD. The example below shows the scenario for a record type equal to
SINF.


<?xml version="1.0" encoding="UTF-8"?>
<CALPADSRecords FileType="SINF">
         <Record>
                  <RecordTypeCode>SINF</RecordTypeCode>
                  <TransactionTypeCode/>
                  <LocalRecordID>2345</LocalRecordID>
                  <EffectiveStartDate>20090101</ EffectiveStartDate>
                  <EffectiveEndDate/>
                  <ReportingLEA>7777777</ReportingLEA>
                  <SchoolOfAttendance>1234567</SchoolOfAttendance>
                  <AcademicYearID>2008-2009</AcademicYearID>
                  <SSID>1234567891</SSID>
                  <LocalStudentID>384734</LocalStudentID>
                  <StudentLegalFirstName>Peter</StudentLegalFirstName>
                  <StudentLegalMiddleName>Jacob</StudentLegalMiddleName>
                  <StudentLegalLastName>Perrier</StudentLegalLastName>
                  <StudentLegalNameSuffix>Senior</StudentLegalNameSuffix>
                  <StudentAliasFirstName/>
                  <StudentAliasMiddleName/>
                  <StudentAliasLastName/>

CALPADS File Specifications v2.0                                                                                           196
11/10 /2010
                                                                                                     7 Appendix A


                  <StudentBirthDate>19920221</StudentBirthDate>
                  <StudentGenderCode>M</StudentGenderCode>
                  <StudentBirthCity>Alexandria</StudentBirthCity>
                  <StudentBirthStateProvinceCode>US-VA</StudentBirthStateProvinceCode>
                  <StudentBirthCountryCode>US</StudentBirthCountryCode>
                  <PrimaryLanguageCode>00</PrimaryLanguageCode>
                  <StudentHispanicEthnicityIndicator>Y</StudentHispanicEthnicityIndicator>
                  <StudentEthnicityMissingIndicator/>
                  <StudentRace1Code>600</StudentRace1Code>
                  <StudentRace2Code/>
                  <StudentRace3Code/>
                  <StudentRace4Code/>
                  <StudentRace5Code/>
                  <StudentRaceMissingIndicator/>
                  <GradeLevelCode>09</GradeLevelCode>
                  <PrimaryResidenceCategoryCode>200</PrimaryResidenceCategoryCode>
                  <InterdistrictTransferCode/>
                  <DistrictofGeographicResidence/>
                  <ResidentialAddressLine1>123 Main Street</ResidentialAddressLine1>
                  <ResidentialAddressLine2/>
                  <ResidentialAddressCityName>Sacramento</ResidentialAddressCityName>
                  <ResidentialAddressStateProvinceCode>US-CA</ResidentialAddressStateProvinceCode>
                  <ResidentialAddressZipCode>12345</ResidentialAddressZipCode>
                  <EnglishLanguageAcquisitionStatusCode>EO</EnglishLanguageAcquisitionStatusCode>
                  <EnglishLanguageAcquisitionStatusStartDate/>
CALPADS File Specifications v2.0                                                                        197
11/10 /2010
                                                                                                7 Appendix A


                  <StudentProficientorAdvancedforELACode/>
                  <StudentBirthCountrySpecialCircumstanceIndicator/>
                  <StudentInitialUSSchoolEnrollmentDate/>
                  <EnrolledinUSSchoollessthanThreeCumulativeYearsIndicator/>
                  <StudentInitialNinthGradeEntryYear>2012</StudentInitialNinthGradeEntryYear>
                  <CTEPathwayCode/>
                  <CTEPathwayCompleterIndicator/>
                  <ParentGuardianHighestEducationLevelCode/>
                  <Guardian1FirstName/>
                  <Guardian1LastName/>
                  <Guardian2FirstName/>
                  <Guardian2LastName/>
         </Record>
</CALPADSRecords>




CALPADS File Specifications v2.0                                                                   198
11/10 /2010
                                                                                                       7 Appendix A



7.3      Student Program
<?xml version="1.0" encoding="UTF-8"?>
<CALPADSRecords FileType="SPRG">
         <Record>
                  <RecordTypeCode>SPRG</RecordTypeCode>
                  <TransactionTypeCode/>
                  <LocalRecordID>2345</LocalRecordID>
                  <ReportingLEA>7777777</ReportingLEA>
                  <SchoolOfAttendance>1234567</SchoolOfAttendance>
                  <AcademicYearID>2008-2009</AcademicYearID>
                  <SSID>1234567891</SSID>
                  <LocalStudentID>384734</LocalStudentID>
                  <StudentLegalFirstName>Peter</StudentLegalFirstName>
                  <StudentLegalLastName>Perrier</StudentLegalLastName>
                  <StudentBirthDate>19920221</StudentBirthDate>
                  <StudentGenderCode>M</StudentGenderCode>
                  <EducationProgramCode>144</EducationProgramCode>
                  <EducationProgramMembershipCode>3</EducationProgramMembershipCode>
                  <EducationProgramMembershipStartDate>20050920<EducationProgramMembershipStartDate>
                  <EducationProgramMembershipEndDate/>
                  <EducationServiceAcademicYear/>
                  <EducationServiceCode/>
                  <CaliforniaPartnershipAcademyID/>
                  <MigrantStudentID/>
CALPADS File Specifications v2.0                                                                          199
11/10 /2010
                                                                                                                7 Appendix A


                  <PrimaryDisabilityCode>220</PrimaryDisabilityCode>
                  <DistrictofSpecialEducationAccountability>6666666</DistrictofSpecialEducationAccountability
         </Record>
</CALPADSRecords>




CALPADS File Specifications v2.0                                                                                   200
11/10 /2010
                                                                                                        7 Appendix A



7.4      Student Discipline
<?xml version="1.0" encoding="UTF-8"?>
<CALPADSRecords FileType="SDIS">
         <Record>
                  <RecordTypeCode>SDIS</RecordTypeCode>
                  <TransactionTypeCode/>
                  <LocalRecordID>2345</LocalRecordID>
                  <ReportingLEA>7777777</ReportingLEA>
                  <SchoolOfAttendance>1234567</SchoolOfAttendance>
                  <AcademicYearID>2008-2009</AcademicYearID>
                  <SSID>1234567891</SSID>
                  <LocalStudentID>384734</LocalStudentID>
                  <StudentLegalFirstName>Peter</StudentLegalFirstName>
                  <StudentLegalLastName>Perrier</StudentLegalLastName>
                  <StudentBirthDate>19920221</StudentBirthDate>
                  <StudentGenderCode>M</StudentGenderCode>
                  <DisciplinaryIncidentIDLocal>77</DisciplinaryIncidentIDLocal>
                  <DisciplinaryIncidentOccurrenceDate>20081215</DisciplinaryIncidentOccurrenceDate>
                  <StudentOffenseCode>100</StudentOffenseCode>
                  <IncidentMostSevereOffenseCode>100</IncidentMostSevereOffenseCode>
                  <WeaponCategoryCode>10</WeaponCategoryCode>
                  <IncidentDisciplinaryActionTaken Code>100</IncidentDisciplinaryActionTaken Code>
                  <DisciplinaryActionAuthorityCode>10</DisciplinaryActionAuthorityCode>
                  <IncidentDisciplinaryActionDurationDays>10</IncidentDisciplinaryActionDurationDays>
CALPADS File Specifications v2.0                                                                           201
11/10 /2010
                                                            7 Appendix A


                  <StudentInstructionalSupportIndicator/>
                  <ExpulsionModificationCategoryCode/>
                  <StudentTruantIndicator/>
         </Record>
</CALPADSRecords>




CALPADS File Specifications v2.0                               202
11/10 /2010
                                                                                                           7 Appendix A



7.5      Student Health
<?xml version="1.0" encoding="UTF-8"?>
<CALPADSRecords FileType="SHTH">
         <Record>
                  <RecordTypeCode>SHTH</RecordTypeCode>
                  <TransactionTypeCode/>
                  <LocalRecordID>2345</LocalRecordID>
                  <ReportingLEA>7777777</ReportingLEA>
                  <SchoolOfAttendance>1234567</SchoolOfAttendance>
                  <AcademicYearID>2008-2009</AcademicYearID>
                  <SSID>1234567891</SSID>
                  <LocalStudentID>384734</LocalStudentID>
                  <StudentLegalFirstName>Peter</StudentLegalFirstName>
                  <StudentLegalLastName>Perrier</StudentLegalLastName>
                  <StudentBirthDate>19920221</StudentBirthDate>
                  <StudentGenderCode>M</StudentGenderCode>
                  <ImmunizationHealthScreeningCode>100</ImmunizationHealthScreeningCode>
                  <ImmunizationHealthScreeningSequenceCode>1</ImmunizationHealthScreeningSequenceCode>
                  <ImmunizationHealthScreeningOtherDescription/>
                  <HealthDetailImmunizationScreeningDate>20000607<HealthDetailImmunizationScreeningDate>
                  <HealthScreeningOutcomeCode/>
                  <ImmunizationExemptionReasonCode/>
                  <ImmunizationDocumentCode>50</ImmunizationDocumentCode>
         </Record>
CALPADS File Specifications v2.0                                                                              203
11/10 /2010
                                   7 Appendix A


</CALPADSRecords>




CALPADS File Specifications v2.0      204
11/10 /2010
                                                                                                                  7 Appendix A



7.6      Student Waivers
<?xml version="1.0" encoding="UTF-8"?>
<CALPADSRecords FileType="SWAV">
         <Record>
                  <RecordTypeCode>SWAV</RecordTypeCode>
                  <TransactionTypeCode/>
                  <LocalRecordID>2345</LocalRecordID>
                  <ReportingLEA>7777777</ReportingLEA>
                  <SchoolOfAttendance>1234567</SchoolOfAttendance>
                  <AcademicYearID>2008-2009</AcademicYearID>
                  <SSID>1234567891</SSID>
                  <LocalStudentID>384734</LocalStudentID>
                  <StudentLegalFirstName>Peter</StudentLegalFirstName>
                  <StudentLegalLastName>Perrier</StudentLegalLastName>
                  <StudentBirthDate>19920221</StudentBirthDate>
                  <StudentGenderCode>M</StudentGenderCode>
                  <EducationRegulatoryExemptionCode>2</EducationRegulatoryExemptionCode>
                  <EducationRegulatoryExemptionOutcomeCode>10</EducationRegulatoryExemptionCode>
                  <EducationRegulatoryExemptionOutcomeStartDate>20081115</EducationRegulatoryExemptionOutcomeStartDate>
         </Record>
</CALPADSRecords>




CALPADS File Specifications v2.0                                                                                      205
11/10 /2010
                                                                                         7 Appendix A



7.7      Staff Demographics
<?xml version="1.0" encoding="UTF-8"?>
<CALPADSRecords FileType="SDEM">
         <Record>
                  <RecordTypeCode>SDEM</RecordTypeCode>
                  <TransactionTypeCode/>
                  <LocalRecordID>2345</LocalRecordID>
                  <EffectiveStartDate>20090101</ EffectiveStartDate>
                  <EffectiveEndDate/>
                  <ReportingLEA>7777777</ReportingLEA>
                  <AcademicYearID>2008-2009</AcademicYearID>
                  <SEID>1234567891</SEID>
                  <LocalStaffID>78995</LocalStaffID>
                  <StaffLegalFirstName>John</StaffLegalFirstName>
                  <StaffLegalMiddleName/>
                  <StaffLegalLastName>Smith</StaffLegalLastName>
                  <StaffAliasFirstName/>
                  <StaffAliasMiddleName/>
                  <StaffAliasLastName/>
                  <StaffBirthDate>19700601</StaffBirthDate>
                  <StaffGenderCode>M</StaffGenderCode>
                  <StaffHispanicEthnicityIndicator>N</StaffHispanicEthnicityIndicator>
                  <StaffEthnicityMissingIndicator/>
                  <StaffRace1Code>600</StaffRace1Code>
CALPADS File Specifications v2.0                                                            206
11/10 /2010
                                                                                  7 Appendix A


                  <StaffRace2Code/>
                  <StaffRace3Code/>
                  <StaffRace4Code/>
                  <StaffRace5Code/>
                  <StaffRaceMissingIndicator/>
                  <StaffHighestDegreeCode>B</StaffHighestDegreeCode>
                  <StaffEmploymentStatusCode>2</StaffEmploymentStatusCode>
                  <StaffEmploymentStartDate>20070801</StaffEmploymentStartDate>
                  <StaffEmploymentEndDate/>
                  <StaffServiceYearsLEA>2</StaffServiceYearsLEA>
                  <StaffServiceYearsTotal>2</StaffServiceYearsTotal>
         </Record>
</CALPADSRecords>




CALPADS File Specifications v2.0                                                     207
11/10 /2010
                                                                                                     7 Appendix A



7.8      Staff Assignment
<?xml version="1.0" encoding="UTF-8"?>
<CALPADSRecords FileType="SASS">
         <Record>
                  <RecordTypeCode>SASS</RecordTypeCode>
                  <TransactionTypeCode/>
                  <LocalRecordID>2345</LocalRecordID>
                  <ReportingLEA>7777777</ReportingLEA>
                  <SchoolofAssignment>1234567</SchoolofAssignment>
                  <AcademicYearID>2008-2009</AcademicYearID>
                  <SEID>1234567891</SED>
                  <LocalStaffID>78995</LocalStaffID>
                  <StaffLegalFirstName>John</StaffLegalFirstName>
                  <StaffLegalLastName>Smith</StaffLegalLastName>
                  <StaffBirthDate>19700601</StaffBirthDate>
                  <StaffGenderCode>M</StaffGenderCode>
                  <StaffJobClassificationCode>11<StaffJobClassificationCode>
                  <StaffJobClassificationFTEPercentage>25.0</StaffJobClassificationFTEPercentage>
                  <NonClassroomBasedJobAssignmentCode1>0224</NonClassroomBasedJobAssignmentCode1/>
                  <NonClassroomBasedJobAssignmentCode2/>
                  <NonClassroomBasedJobAssignmentCode3/>
                  <NonClassroomBasedJobAssignmentCode4/>
                  <NonClassroomBasedJobAssignmentCode5/>
                  <NonClassroomBasedJobAssignmentCode6/>
CALPADS File Specifications v2.0                                                                        208
11/10 /2010
                                                                                                    7 Appendix A


                  <NonClassroomBasedJobAssignmentCode7/>
         </Record>
         <Record>
                  <RecordTypeCode>SASS</RecordTypeCode>
                  <TransactionTypeCode/>
                  <LocalRecordID>2345</LocalRecordID>
                  <ReportingLEA>7777777</ReportingLEA>
                  <SchoolofAssignment>1234567</SchoolofAssignment>
                  <AcademicYearID>2008-2009</AcademicYearID>
                  <SEID>1234567891</SED>
                  <LocalStaffID>78995</LocalStaffID>
                  <StaffLegalFirstName>John</StaffLegalFirstName>
                  <StaffLegalLastName>Smith</StaffLegalLastName>
                  <StaffBirthDate>19700601</StaffBirthDate>
                  <StaffGenderCode>M</StaffGenderCode>
                  <StaffJobClassificationCode>12<StaffJobClassificationCode>
                  <StaffJobClassificationFTEPercentage>75.0</StaffJobClassificationFTEPercentage>
                  <NonClassroomBasedJobAssignmentCode1/>
                  <NonClassroomBasedJobAssignmentCode2/>
                  <NonClassroomBasedJobAssignmentCode3/>
                  <NonClassroomBasedJobAssignmentCode4/>
                  <NonClassroomBasedJobAssignmentCode5/>
                  <NonClassroomBasedJobAssignmentCode6/>
                  <NonClassroomBasedJobAssignmentCode7/>
         </Record>
CALPADS File Specifications v2.0                                                                       209
11/10 /2010
                                   7 Appendix A


</CALPADSRecords>




CALPADS File Specifications v2.0      210
11/10 /2010
                                                                                                                  7 Appendix A



7.9      Course Section
Note: Record Type may equal CRSE or CRSC. The example below shows the scenario for a record type equal to CRSE.


<?xml version="1.0" encoding="UTF-8"?>
<CALPADSRecords FileType="CRSE">
         <Record>
                  RecordTypeCode>SASS</RecordTypeCode>
                  <TransactionTypeCode/>
                  <LocalRecordID>2345</LocalRecordID>
                  <ReportingLEA>7777777</ReportingLEA>
                  <SchoolofCourseDelivery>1234567</SchoolofCourseDelivery>
                  <AcademicYearID>2008-2009</AcademicYearID>
                  <CRS-StateCourseCode>2111</CRS-StateCourseCode>
                  <CRS-LocalCourseID>123</CRS-LocalCourseID>
                  <CRS-CourseName>Journalism</CRS-CourseName>
                  <CRS-CourseContentCode/>
                  <CRS-NCLBCoreCourseInstructionalLevelCode>N</CRS-NCLBCoreCourseInstructionalLevelCode>
                  <CRS-CTETechnicalPreparationCourseIndicator/>
                  <CRS-UCCSUApprovedIndicator>N</CRS-UCCSUApprovedIndicator>
                  <CourseSectionID>01</CourseSectionID>
                  <AcademicTermCode>Q1</AcademicTermCode>
                  <SEID>1234567891</SEID>
                  <LocalStaffID>78995</LocalStaffID>
                  <ClassID>1234Journalism1</ClassID>
CALPADS File Specifications v2.0                                                                                     211
11/10 /2010
                                                                                               7 Appendix A


                  <CourseSectionInstructionalLevelCode/>
                  <EducationServiceCode/>
                  <LanguageofInstructionCode/>
                  <InstructionalStrategyCode/
                  <IndependentStudyIndicator>N</IndependentStudyIndicator>
                  <DistanceLearningIndicator>N</DistanceLearningIndicator>
                  <MultipleTeacherCode/>
                  <EducationProgramFundingSourceCode/>XX</EducationProgramFundingSourceCode>
                  <CTECourseSectionProviderCode/>
                  <HQTCompetencyCode/>
         </Record>
</CALPADSRecords>




CALPADS File Specifications v2.0                                                                  212
11/10 /2010
                                                                                                                  7 Appendix A



7.10 Student Course Section
Note: Record Type may equal SCSE or SCSC. The example below shows the scenario for a record type equal to SCSE.


<?xml version="1.0" encoding="UTF-8"?>
<CALPADSRecords FileType="SCSE">
         <Record>
                  <RecordTypeCode>SINF</RecordTypeCode>
                  <TransactionTypeCode/>
                  <LocalRecordID>2345</LocalRecordID>
                  <ReportingLEA>7777777</ReportingLEA>
                  <SchoolOfAttendance>1234567</SchoolOfAttendance>
                  <AcademicYearID>2008-2009</AcademicYearID>
                  <SSID>1234567891</SSID>
                  <LocalStudentID>384734</LocalStudentID>
                  <StudentLegalFirstName>Peter</StudentLegalFirstName>
                  <StudentLegalLastName>Perrier</StudentLegalLastName>
                  <StudentBirthDate>19920221</StudentBirthDate>
                  <StudentGenderCode>M</StudentGenderCode>
                  <LocalCourseID>123</LocalCourseID>
                  <CourseSectionID>01</CourseSectionID>
                  <AcademicTermCode>Q1</AcademicTermCode>
                  <StudentCreditsAttempted/>
                  <StudentCreditsEarned/>
                  <StudentCourseFinalGrade/>
CALPADS File Specifications v2.0                                                                                     213
11/10 /2010
                                                                        7 Appendix A


                  <UC/CSUAdmissionRequirementCode/>
         </Record>
         <Record>
                  <RecordTypeCode>SINF</RecordTypeCode>
                  <TransactionTypeCode/>
                  <LocalRecordID>2345</LocalRecordID>
                  <ReportingLEA>7777777</ReportingLEA>
                  <SchoolOfAttendance>1234567</SchoolOfAttendance>
                  <AcademicYearID>2008-2009</AcademicYearID>
                  <SSID>4321845701</SSID>
                  <LocalStudentID>264845</LocalStudentID>
                  <StudentLegalFirstName>Mary</StudentLegalFirstName>
                  <StudentLegalLastName>Parker</StudentLegalLastName>
                  <StudentBirthDate>19920305</StudentBirthDate>
                  <StudentGenderCode>F</StudentGenderCode>
                  <LocalCourseID>123</LocalCourseID>
                  <CourseSectionID>01</CourseSectionID>
                  <AcademicTermCode>Q1</AcademicTermCode>
                  <StudentCreditsAttempted/>
                  <StudentCreditsEarned/>
                  <StudentCourseFinalGrade/>
                  <UC/CSUAdmissionRequirementCode/>
         </Record>
         <Record>
                  <RecordTypeCode>SINF</RecordTypeCode>
CALPADS File Specifications v2.0                                           214
11/10 /2010
                                                                            7 Appendix A


                  <TransactionTypeCode/>
                  <LocalRecordID>2345</LocalRecordID>
                  <ReportingLEA>7777777</ReportingLEA>
                  <SchoolOfAttendance>1234567</SchoolOfAttendance>
                  <AcademicYearID>2008-2009</AcademicYearID>
                  <SSID>9876543216</SSID>
                  <LocalStudentID>523981</LocalStudentID>
                  <StudentLegalFirstName>Jonathan</StudentLegalFirstName>
                  <StudentLegalLastName>Davis</StudentLegalLastName>
                  <StudentBirthDate>19921217</StudentBirthDate>
                  <StudentGenderCode>M</StudentGenderCode>
                  <LocalCourseID>123</LocalCourseID>
                  <CourseSectionID>01</CourseSectionID>
                  <AcademicTermCode>Q1</AcademicTermCode>
                  <StudentCreditsAttempted/>
                  <StudentCreditsEarned/>
                  <StudentCourseFinalGrade/>
                  <UC/CSUAdmissionRequirementCode/>
         </Record>
</CALPADSRecords>




CALPADS File Specifications v2.0                                               215
11/10 /2010

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:20
posted:11/24/2011
language:English
pages:224