CALPADS File Specifications - California Longitudinal Pupil by 3iw5r9

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									CALPADS File Specifications
                      (CFS)


                        CALPADS


                  Version Number: 4.0

                   Version Date: 07/01/2012
Revision History

Date of this Revision: 07/01/2012




 Revision        Revision
 Number            Date                Name          Section                   Summary of Changes

     4.0       07/01/2012          Brandi Jauregui   2.0       Made significant changes to Figure 2-1, Expected
                                                               School Types for each Data Submission

                                                     2.6.2     Corrected references to correct codes for Firearms

                                                     3.1.7     Modified definition of field 1.22

                                                     3.2.7     Modified definition of field 2.23

                                                     3.2.7     Added new validation to Field 2.41

                                                     3.3.2     Added reference to the fact that Eligibility or
                                                               Participation records are accepted for 504
                                                               Accommodation Plan program records.
                                                               NOTE: This change was in effect PRIOR to
                                                               7/1/2012 and would be effective for the 2011-12
                                                               End-of-Year 2 submission.

                                                     3.3.7     Added validation for field 3.13
                                                               Modified validation for field 3.14
                                                               Modified field length for field 3.20
                                                               Added validation for field 3.20

                                                     3.4.2     NOTE: All changes made to the Discipline File
                                                               were in effect PRIOR to 7/1/2012 and would be
                                                               effective for the 2011-12 End-of-Year 3
                                                               submission.
                                                               Corrected references to correct codes for Firearms

                                                     3.4.7     NOTE: All changes made to the Discipline File
                                                               were in effect PRIOR to 7/1/2012 and would be
                                                               effective for the 2011-12 End-of-Year 3
                                                               submission.
                                                               Modified validation column for field 4.15
                                                               Modified validation column for field 4.17
                                                               Modified required column for field 4.19
                                                               Modified validation column for field 4.20


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 Revision        Revision
 Number            Date            Name   Section                   Summary of Changes

                                          3.7.7     Modified validation #1 for field 7.16

                                          3.8.7     Added validation for field 8.05
                                                    Added validation for field 8.06
                                                    Added validation for field 8.07
                                                    Added validation for field 8.13
                                                    Added validation for field 8.15
                                                    Added validation for field 8.16
                                                    Added validation for field 8.17
                                                    Added validation for field 8.18
                                                    Added validation for field 8.19
                                                    Added validation for field 8.20
                                                    Added validation for field 8.21

                                          3.10.7    NOTE: All changes made to the Student Course
                                                    Section File were in effect PRIOR to 7/1/2012 and
                                                    would be effective for the 2011-12 End-of-Year 1
                                                    submission.
                                                    Added text to the comments field for 10.16
                                                    Added validation for field 10.16
                                                    Added validation for field 10.17

                                          3.11.7    NOTE: All changes made to the Student Career
                                                    Technical Educatio File were in effect PRIOR to
                                                    7/1/2012 and would be effective for the 2011-12
                                                    End-of-Year 1 submission.
                                                    Added validation for field 11.06
                                                    Modified comments column for field 11.14

                                          6         Add new term for “Course Completion”
                                                    Modified definition of “Title III Eligible Immigrant”




CALPADS File Specifications V4.0                                                                            ii
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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 ................................................................................. 22
     2.1      Fall 1 - Annual Enrollment Update / Title III Eligible Immigrants ....................................................... 25
     2.2      Fall 2 - Course Enrollment / Staff Assignments / English Learner Services...................................... 26
     2.3      Spring 1 – English Language Acquisition Status / Title III Eligible Immigrants ................................. 29
     2.4      End of Year 1 – Course Completion / Career Technical Education .................................................. 30
     2.5      End of Year 2 - Program Participation ............................................................................................... 31
     2.6      End of Year 3 – Discipline ................................................................................................................. 32
     2.7      End of Year 4 – Waivers .................................................................................................................... 32
3.   CALPADS File Formats ............................................................................................................ 34
     3.1      SSID Enrollment File Format ............................................................................................................. 34
     3.2      Student Information File Format ........................................................................................................ 53
     3.3      Student Program File Format ............................................................................................................ 81
     3.4      Student Discipline File Format ........................................................................................................... 97
     3.5      Student Health File Format (removed) ............................................................................................ 111
     3.6      Student Waivers File Format ........................................................................................................... 112
     3.7      Staff Demographics File Format ...................................................................................................... 120
     3.8      Staff Assignment File Format .......................................................................................................... 133
     3.9      Course Section File Format ............................................................................................................. 148
     3.10     Student Course Section File Format................................................................................................ 169
     3.11     Student Career Technical Education (CTE) File Format ................................................................. 180
4.   CALPADS Code Sets .............................................................................................................. 190
     4.1      CALPADS Valid Code Combinations .............................................................................................. 190
5.   Character Sets ........................................................................................................................ 191
6.   Glossary .................................................................................................................................. 197
7.   Appendix A – XML Schemas .................................................................................................. 200
     7.1      SSID Enrollment .............................................................................................................................. 200
     7.2      Student Information ......................................................................................................................... 202
     7.3      Student Program .............................................................................................................................. 205
     7.4      Student Discipline ............................................................................................................................ 207
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     7.5      Student Health – (Removed-see Section 3.5) ................................................................................. 209
     7.6      Student Waivers............................................................................................................................... 210
     7.7      Staff Demographics ......................................................................................................................... 211
     7.8      Staff Assignment .............................................................................................................................. 213
     7.9      Course Section ................................................................................................................................ 216
     7.10     Student Course Section ................................................................................................................... 218
     7.11     Student Career Technical Edcuation ............................................................................................... 221




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Table of Tables
Table 1-1: Record Type and Pre-processing ...................................................................................... 3
Table 3-1: SSID Enrollment File Format ............................................................................................ 36
Table 3-2: Record Type Code Descriptions ....................................................................................... 53
Table 3-3: Record Type Code Grouping ............................................................................................ 54
Table 3-4: Student Information Record Layout................................................................................... 57
Table 3-5: Student Program Record Layout ....................................................................................... 84
Table 3-6: Student Discipline Record Layout ..................................................................................... 99
Table 3-7: Student Waivers Record Layout ..................................................................................... 113
Table 3-8: Staff Demographics Record Layout ................................................................................ 121
Table 3-9: Staff Assignment Record Layout ..................................................................................... 135
Table 3-10: Course Section Record Layout ..................................................................................... 150
Table 3-11: Student Course Section Record Layout ........................................................................ 171
Table 5-1: Character Set ................................................................................................................ 191




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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 ...................... 21
Figure 2-1: Expected Schools for Each Data Submission .................................................................. 24




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                                                                                           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
        Student Career Technical
         Education

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

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   Field Type
        The data type of the element. The possible values include:
             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 to be processed 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.

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                                                                                            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 processed in groups based on the operational key. The
    records are replaced or deleted using transaction types of Null (blank), Replace "R" or Delete "D"
    (the null values and "R" transaction types are both treated as "Replacement" transactions). The
    submitted data are processed in groups defined by the operational key.If the transaction type is
    null or "R", then all the data in CALPADS with one operational key are deleted and then all newly
    submitted data with that same operational key are added. If the transaction type is "D", then all
    existing data with the same operational key are deleted. Although the null, "R", and "D" transaction
    types are all allowed within the same file submission, CDE does NOT recommend submitting
    more than one transaction type in a file.
   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 Processing        School of Attendance, Academic

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                                                                                             1. Introduction



     #    Record Type              Processing Type                 Operational Key
                                                                   Year ID



     6    Student Waivers          Replacement Processing          School of Attendance, Academic
                                                                   Year ID, SSID, Education
                                                                   Regulatory Exemption Code

     7    Staff Demographics       Effective Date Processing       Reporting LEA, SEID

     8    Staff Assignment         Replacement Processing          School of Assignment, Academic
                                                                   Year ID

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

    10a   Student Course Section   Replacement Processing          School of Course Delivery,
          Enrollment                                               Academic Year ID, Academic Term
                                                                   Code

    10b   Student Course Section   Replacement Processing          School of Course Delivery,
          Completion                                               Academic Year ID, Academic Term
                                                                   Code, Marking Period Code

    11    Student Career           Replacement Processing          School of Attendance, Academic
          Technical Education                                      Year ID

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
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                                                                                           1. Introduction


    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.



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
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                                                                                              1. Introduction


    Student School Exit Date:             1/15/2009

The system updates the existing enrollment record as follows:

 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

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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.
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
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    SSID:                             AAAAAAAAAA
    Student School Start Date:        10/1/2008
    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
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                                                                                                   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 Date 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




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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.




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                                                                                                           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.




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                                                  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.




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                                                  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 V4.0                                                                                      13
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                                                  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 V4.0                                                                                    14
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                                                     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, Student Course Section, and Student Career Technical Education file format submissions.
There are two valid transaction types:
      Replace – This is the default transaction type. This transaction type requires a null value. 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 and the records in the input file are added to replace them. If it is
       not found then a warning message is generated and file processing continues.
      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.



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                                                                                         1. Introduction


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.


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:




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  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
    School of Attendance: 2222222
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    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
information in the CALPADS ODS. These file formats are described in further detail later in this
document.
CALPADS File Specifications V4.0                                                                       18
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                                                                                          1. Introduction


September 2011 Notice: To maintain the accuracy and integrity of student information, CALPADS
will require LEAs to submit a Student Information record at least once during each academic year for
each student who was enrolled in the LEA with a primary enrollment status prior to certifying a
submission. This check will be implemented as a certification validation check during the regular data
submissions cycles starting in March 2012.
The CDE has developed a document that provides 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

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                                                                                           1. Introduction


   End of Year 4 - Waivers
CALPADS sets the timeframe for each data collection to ensure that the data is consistent across all
LEAs. The timeframe establishes 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 is collected using the file formats defined in this document to support the specified data
collections throughout the year.
Each snapshot collection window requires 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 requires 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.




CALPADS File Specifications V4.0                                                                       20
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                                                                                                                                1. Introduction


               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
                               III Eligible      Assignment/       Eligible        Technical         2 -Program            3-           4-
File                          Immigrants         EL Services     Immigrants        Education        Participation      Discipline     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
                 (4)
Student Health
Course Section                                        R                                 R
Student Course Section                                R                                 R
Staff Demographics                                    R                                 U
Staff Assignments                                     R
Student Waivers                                                                                                                           R
Student Discipline                                                                                                          R
Student Career Technical
Education                                                                               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 V4.0                                                                                                             21
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                                                                    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 a 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 V4.0                                                                          22
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                                                                   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)
   o    Student Career Technical Education (CTE)
- End of Year 2: Program Participation
   o    Program Participants (Pgm)
- End of Year 3: Discipline
   o    Discipline (Disc)
- End of Year 4: Waivers
   o    Waivers (Waiv)




CALPADS File Specifications V4.0                                                                       23
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                                                                                           2. Certification Submission Requirements




                               Figure 2-1: Expected School Types for Each Data Submission
                                                                                                                             EOY   EOY    EOY
                  Participants                       Fall 1(4)           Fall 2       Spring 1             EOY 1
                                                                                                                              2     3      4
                                                Enrol Pgm Imm Crs Staff EL Imm              EL Crs Staff CTE                 Pgm   Disc   Waiv
School Instructional Level
Pre-Kindergarten                                 P       P       P   N     N      N    P     N   N          N       N         P     N      N
Elementary                                       Y       Y       Y   Y     Y      Y    Y     Y   N          N       N         Y     Y      N
                                                                                                     (1)               (1)
Intermediate/Mid/Jr.                             Y       Y       Y   Y     Y      Y    Y     Y   Y          Y      Y          Y     Y      N
High School                                      Y       Y       Y   Y     Y      Y    Y     Y   Y          Y       Y         Y     Y      Y
                                                                                                     (1)               (1)
K-12 School                                      Y       Y       Y   Y     Y      Y    Y     Y   Y          Y      Y          Y     Y     Y(2)
                  (6)
Adult Education                                  P       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      N
Ungraded                                         N       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     Y(2)
District Level Programs (Independent Study
                                                 P       P       P   P     P      P    P     P   P          P       P         P     P     P(2)
and Home Hospital Programs)
County Community                                 Y       Y       Y   Y     Y      Y    Y     Y   P          P       Y         Y     Y      Y
District Community Day                           Y       Y       Y   Y     Y      Y    Y     Y   P          P       Y         Y     Y     Y(2)
Division of Juvenile Justice                     Y       Y       Y   Y     Y      Y    Y     Y   P          P       Y         Y     Y     Y(2)
Juvenile Court Schools                           Y       Y       Y   Y     Y      Y    Y     Y   P          P       Y         Y     Y     Y(2)
Continuation High Schools                        Y       Y       Y   Y     Y      Y    Y     Y   P          P       Y         Y     Y     Y(2)
Opportunity                                      Y       Y       Y   Y     Y      Y    Y     Y   P          P       Y         Y     Y     Y(2)
Alternative Schools of Choice                    Y       Y       Y   Y     Y      Y    Y     Y   Y          Y       Y         Y     Y     Y(2)
State Special Schools                            Y       Y       Y   Y     Y      N    Y     N   Y          Y       Y         Y     Y     Y(2)
Home and Hospital Schools(7)                     Y       Y       Y   Y     Y      Y    Y     Y   P          P       Y         Y     Y     Y(2)
Special Education Consortium                     Y       Y       Y   Y     Y      Y    Y     Y   P          P      Y(1)       Y     Y     Y(2)
Special Education                                Y       Y       Y   Y     Y      Y    Y     Y   P          P      Y(1)       Y     Y     Y(2)
                                    (3)
Non-Public School Group (0000001)                P       P       P   N     N      N    P     P   N          N       N         P     P      P
            (5)
ROP/ROC                                          N       N       N   N     N      N   N      N   N          N       N        N      N      N

Value Legend:

Required (Y) = Schools are expected to submit data and will receive validation errors if data are not submitted.
Not Allowed (N) = Schools are NOT allowed to submit data and will receive validation errors if data are submitted.
Permitted (P) = Schools are permitted, but not expected to submit data, but if SSIDs are obtained for students enrolled within
those schools, then the data required to maintain those SSIDs must be submitted, and will receive validation errors if data are not
submitted.

Footnote Legend:

(1)
      Students completing courses in grades 7-12 only
(2)
      Only schools with students in grades 10-12
(3)
  Records for students enrolled at Nonpublic Nonsectarian Certified Schools (NPS) should be submitted using school code
0000001 in the School of Attendance field (1.05) and NOT the individual NPS school codes. The actual NPS school code is
submitted in the School of Attendance NPS field (1.06)
(4)
      Open and recently closed schools are included

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                                                                                  2. Certification Submission Requirements

(5)
      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.
(6)
      Adults enrolled in adult education centers intending to take CAHSEE assessment may obtain an SSID from their affiliated
      LEA.
(7)
      Home and Hospital schools are assigned a distinct county-district-school code and are not the same as a district-level
      operated Home and Hospital Program.



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:
- 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 to be 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:
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-   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 to be 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
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 as pupils ages 3-21 who are foreign-born (born outside of the
United States and Puerto Rico) and have been enrolled in school in the United States for three full
school years or less, including 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. (See Glossary in Section 6: Title III Eligible Immigrant)
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, included are 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 to be 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).
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                                                                  2. Certification Submission Requirements


- 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 to be 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.

2.2.3 Course Section Data to be 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 in the school 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 in Section 2.2.2 are included in the LEAs data to CALPADS for the Fall 2 submission.
Each course section record is uniquely identified by the following Course Section data elements:
   Academic Year ID
   School of Course Delivery
   Academic Term Code
   CRS-Local Course ID
   Course Section ID
 The Course Section ID is generated by the LEA and should 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 one or
        more departmentalized course sections.


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    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.
   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 that is not an employee of the LEA (i.e. ROC/P teacher,
        College Professor, COE Special Education teacher, Distance Learning teacher, or private
        contractor)
    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 to be 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. For the
Fall 2 submission, this information is collected on staff who are employed as of Census Day. For
school tracks that are not in session on Census Day, staff data are collected on teachers who are
employed within 30 calendar days after Census Day and are teaching courses being delivered 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. (See Glossary in Section 6: Administrator, Pupil Services, Teacher)

2.2.5 Schools to be Included
The schools included in the Fall 2 snapshot are listed in Figure 2-1.
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                                                                2. Certification Submission Requirements


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 in grades K-12 whose primary language is not English as of the Spring Census
Day (see Glossary in Section 6: Census Day, English Language Acquisition Status Count) 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, Fluent English Proficient (FEP) students, initially Fluent
  English Proficient (IFEP) students, and Reclassified Fluent English Proficient (RFEP) students by
  grade and primary language other than English, as determined by the Home Language Survey
  required by the California Code of Regulations. [See Glossary in Section 6: English Learner, Fluent
  English Proficient (FEP)]
- Number of English Learner (EL) students reclassified FEP (i.e. RFEP) since the previous Census
  (See Glossary in Section 6: Reclassified Fluent English Proficient Count)
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
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 Title III Eligible Immigrants (Student National Origin Report)
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 as pupils ages 3-21 who are foreign-born (born outside of the
United States and Puerto Rico) and have been enrolled in school in the United States for three full
school years or less, including 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. (See Glossary in Section 6: Title III Eligible Immigrant)
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, included are 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 to be included
Spring 1 includes the following students:


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- Students designated as Title III Eligible Immigrant who are enrolled on Spring Census Day (See
  (Glossary in Section 6: Title III Eligible Immigrant)
- Students with an English Language Acquisition Status of EL, IFEP, RFEP, or TBD who are
  enrolled on Spring Census Day (See Glossary in Section 6: English Language Acquisition Status
  Count)
- Students reclassified from EL to RFEP at any time during the Report Period [See Glossary in
  Section 6: Reclassified Fluent English Proficient (RFEP) Count]

2.3.3 Schools to be Included
The schools to be included in the submission are listed in Figure 2-1.
Note that recently closed schools 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. (See Glossary in Section 6:
Recently Closed 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 non-concentrator participants, concentrators, and completers for Perkins
  reporting

2.4.2 Student Data to be Included
EOY 1 includes all students primarily or secondarily enrolled at any time during the current academic
year who completed a course (see the Glossary in Section 6: Course Completion) while in grades 7-
12. An example of content for an LEA extract for 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 Section 6: Open Enrollment)

2.4.3 Course Data to be Included
Any departmentalized course completed (courses for which a student attempted to receive credit,
even if the student received zero credits) while the student was in grades 7-12 is included. Following
are specifics about course sections to be included from all schools specified in Figure 2-1 with grades
7 through 12:
- Departmentalized course sections are included and identified by the appropriate state course code.
  Each course section within a school is represented by the Local Course ID, Course Section ID, and
  Academic Term ID. Generally, multiple departmentalized course sections are reported for each
  student. The following 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


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                                                                   2. Certification Submission Requirements


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.
Courses are to be submitted for the Reporting Year in which the student was credited with completing
the course at the school. Each completed course section submitted requires two types of information;
course section and student course section. The combination of these provides information on the
following:
   Course Offering - Content, CTE Tech Prep, UC/CSU Approval, etc.
   Course Section Delivery - Non-standard instructional level, instructional strategy, 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” 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 that is not an employee of the LEA (i.e. ROC/P
                  teacher, College Professor, COE Special Education teacher, Distance Learning
                  teacher, or private contractor)
              o   SEID not yet provided by CCTC



2.4.4 Staff Data to be 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.

2.4.4.1 Career Technical Education Data to be Included
Students who are CTE Concentrators and those CTE Concentrators who have completed their
Pathway are identified in the Student Career Technical Education file. The data collected for course
sections and student course sections includes the data needed to identify CTE non-concentrator
participants.

2.4.5 Schools to be 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 LEA application for specified categorical funds
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                                                                   2. Certification Submission Requirements


- Provide program participation counts used to report activities of a school supported by specified
  funds received
- Provide an LEA count of homeless students served over the course of the academic year
- Meet annual federal requirements specified in NCLB

The EOY 2 Data Submission evaluates and counts all enrolled students designated as Homeless at
any time during the Academic Year. This submission also counts 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, 504 Accommodation Plan.

2.5.2 Student Data to be Included
All students enrolled at any time during the Report Period (i.e., academic year) are to be included.

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

2.6      End of Year 3 – Discipline
2.6.1 Description
The End of Year (EOY) 3 – Discipline Data Submission has this important function:
- Provide student expulsion and suspension information to satisfy NCLB requirements related to
  "persistently dangerous" schools and the Uniform Management Information Reporting System
  (UMIRS)
- To determine persistently dangerous schools

2.6.2 Student Data to be Included
- All non Special Ed K-12 students who were suspended (in school or out of school for at least one
  entire school day) or expelled, due to the commission of a student offense (per Education Code
  Sections 48900 & 48915) at any time during the Report Period
- All special education students who committed a student offense regardless of the action taken
- All students who committed a firearm offense (Student offense codes 100, 101, and 105)
  regardless of the action taken

2.6.3 Schools to be 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:

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- Provides school level counts of the number of Education Regulatory Exemptions granted, denied
  and withdrawn over the course of the academic year. Only the final outcome of an Education
  Regulatory Exemption request should be submitted.

2.7.2 Student Data to be Included
All students in grades 10-12 and US whose outcome for a requested CAHSEE Math Waiver,
CAHSEE ELA Waiver, or CAHSEE Exemption is between the Report From Date and Graduate
Through Date (inclusive) are to be included.

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




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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 code 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
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                                                               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 Primary Key
The following fields identify the primary key (fields that make a record unique) of the SSID Enrollment
record:
   School of Attendance
   SSID
   Student School Start Date



3.1.5 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.

3.1.6 References
The following references are available for use in the creation of this record:
   CALPADS Enrollment Procedure – pending finalization by CDE
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    3.1.7 Record Layout
                                                                 Table 3-1: SSID Enrollment File Format

                                                                                                                                                    Operati Updat
Field                  Field Max                                                                                                                     onal    able
  # 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 SENR                   Y
     Code                              of data record being submitted. Record Type
                                                                       CALPADS

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

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.




    CALPADS File Specifications V4.0                                                                                                                   36
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                                                                                                                    3. CALPADS File Formats – SSID Enrollment



                                                                                                                                                      Operati Updat
Field                  Field Max                                                                                                                       onal    able
  # Public Name        Type Len Definition                                 Code Set   Comments              Validation                     Required    Key    Fields

1.04 Reporting LEA      CS      7      A unique identifier for the                    The 7-digit County Must equal institution               Y
                                       educational service institution                District (CD) code identifier of submitter User ID
                                       responsible for obtaining and                  must be submitted
                                       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 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.




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                                                                                                                                                 Operati Updat
Field                  Field Max                                                                                                                  onal    able
  # 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 code in CDS       Y          X
     Attendance                        school in which the student is              School (S) code     and have an active
                                       enrolled.                                   must be submitted. CALPADS reporting
                                                                                                       relationship with the
                                                                                   If the entity is an
                                                                                                       Reporting LEA
                                                                                   independently
                                                                                   reporting charter   Else
                                                                                   school, the School
                                                                                                       If School of Attendance NPS
                                                                                   (S) code must be
                                                                                                       is populated;
                                                                                   submitted for both
                                                                                                       Then School of Attendance
                                                                                   the School of
                                                                                                       must equal 0000001
                                                                                   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"




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                                                                                                                                                      Operati Updat
Field                  Field Max                                                                                                                       onal    able
  # 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 NPS code in     If School of             X
     Attendance                        code) for the certified non-                 (S) code must be CDS                               Attendance
     NPS                               public non-sectarian school the              submitted.                                         = 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 V4.0                                                                                                                     39
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                                                                                                      3. CALPADS File Formats – SSID Enrollment



                                                                                                                                          Operati Updat
Field                  Field Max                                                                                                           onal    able
  # 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 CALPADS             If         X
                                  student assigned to or by the                              SSID                           Transaction
                                  first California district in which                                                        Type Code
                                  the student is enrolled in                                                                 = D or R
                                  accordance with CDE                                                                         Then Y;
                                  established standards. This                                                                 Else N
                                  number follows the student
                                  from school to school
                                  throughout his/her K-12 career.

1.09 Local Student      CS     15 A unique identifier assigned to                            If Record Type is SENR and         Y                   X
     ID                           the student by a local                                     there is more than 1 record
                                  educational agency. This may                               with the same local id, then
                                  not necessarily be the same as                             the SSID fields for both (or
                                  the identifier assigned to the                             all) cannot be blank.
                                  student at the school level.

1.10 Student Legal      CS     30 The Student Legal First Name                               May only include Alphabetic        Y
     First Name                   of the student. The Student                                letters, numbers, periods,
                                  Legal First Name is the first                              hyphens and apostrophes
                                  name of the person which is
                                  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 V4.0                                                                                                         40
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                                                                                                                                      Operati Updat
Field                  Field Max                                                                                                       onal    able
  # 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 Alphabetic      N
     Middle Name                  Name of the student. Student                               letters, numbers, periods,
                                  Legal Middle Name is the                                   hyphens and apostrophes
                                  second name of a person
                                  which is 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).

1.12 Student Legal      CS     50 The Student Legal Last Name                                May only include Alphabetic      Y
     Last Name                    of the student. The Student                                letters, numbers, periods,
                                  Legal Last Name is the name                                hyphens and apostrophes
                                  borne in common by members
                                  of a 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).




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                                                                                                                                            Operati Updat
Field                   Field Max                                                                                                            onal    able
  # 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 include                N
     First Name                    Student Legal First Name.                                     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 Alphabetic        N
     Middle Name                   the Student Legal Middle                                      letters, numbers, periods,
                                   Name.                                                         hyphens and apostrophes




     CALPADS File Specifications V4.0                                                                                                          42
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                                                                                                   3. CALPADS File Formats – SSID Enrollment



                                                                                                                                      Operati Updat
Field                   Field Max                                                                                                      onal    able
  # 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 include                 N
     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




     CALPADS File Specifications V4.0                                                                                                    43
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                                                                                                              3. CALPADS File Formats – SSID Enrollment



                                                                                                                                                 Operati Updat
Field                   Field Max                                                                                                                 onal    able
  # Public Name         Type Len Definition                             Code Set   Comments          Validation                       Required    Key    Fields
                                                                                                  1) If Grade Level Code is
1.17 Student Birth       DT      8      The month, day, and year on                Format:                                               Y
                                                                                                  equal to Adult (AD) Then
     Date                               which a person was born based              CCYYMMDD, e.g.
                                                                                                  Student age should be
                                        on the Gregorian Calendar.                 20081025;
                                                                                                  greater than or equal to 16
                                                                                                  and less than 80;
                                                                                                     Else,Student Age should 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)
                                                                                                     3) Student must be at least
                                                                                                     18 to exit to Adult Ed or earn
                                                                                                     a GED
                                                                                                     4) Student must be at least
                                                                                                     16 to exit due to passing the
                                                                                                     California High School
                                                                                                     Proficiency Examination
                                                                                                     (CHSPE).




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                                                                                                                                                     Operati Updat
Field                   Field Max                                                                                                                     onal    able
  # 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 Code and           Y
     Gender Code                        person's gender. Gender is a      Gender                           Student Date of Birth Year
                                        person's actual sex or                                             must equal existing ODS
                                        perceived sex and includes a                                       Student Gender Code and
                                        person's perceived identity,                                       Student Date of Birth Year
                                        appearance or behavior,
                                                                                                           Or, Student Legal First Name
                                        whether or not that identity,
                                                                                                           and Student Legal Last
                                        appearance, or behavior is
                                                                                                           Name must equal existing
                                        different from that traditionally
                                                                                                           ODS Student Legal First
                                        associated with a person's sex
                                                                                                           Name and Student Legal
                                        at birth.
                                                                                                           Last Name)

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

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

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




     CALPADS File Specifications V4.0                                                                                                                   45
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                                                                                                                  3. CALPADS File Formats – SSID Enrollment



                                                                                                                                                   Operati Updat
Field                  Field Max                                                                                                                    onal    able
  # 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              IF English Language               Y
     Language                          language that is identified for K-12 Language                     Acquisition Status Code
     Code                              students at the local level from                                  (2.41) equal to EL, RFEP, or
                                       information gathered on the Home                                  IFEP
                                       Language Survey to determine
                                       whether or not the student should                                 THEN
                                       be assessed with the California
                                       English Language Development                                      Primary Language Code <>
                                       Test (CELDT). The primary                                         00 (English) and <> 37 (Sign
                                       language, also known as “native                                   Language)
                                       language”, should be identified
                                       only once during the course of a
                                       student's school career and should
                                       never change. For pre-
                                       kindergarten students, this is
                                       identified at the local level from
                                       either the "Home Language
                                       Survey" if available, or the
                                       "Confidential Application for Child
                                       Development Services and
                                       Certification of Eligibility" form (CD-
                                       9600), 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 V4.0                                                                                                                  46
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                                                                                                                  3. CALPADS File Formats – SSID Enrollment



                                                                                                                                                      Operati Updat
Field                  Field Max                                                                                                                       onal    able
  # 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 greater than                Y          X
     Start Date                        attended a particular school for                CCYYMMDD, e.g. Student Birth Date;
                                       a period of continuous                          20081025
                                                                                                      2) Must be less than or equal
                                       enrollment. This should be the
                                                                                                      to current date plus six
                                       first day that the student
                                                                                                      months;
                                       generated average daily
                                       attendance for the school. For                                    3) Must not overlap an
                                       pre-enrolled students, this is                                    existing open or closed
                                       the very first day that the                                       enrollment in the ODS.
                                       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 Reason Code        If SSID is
     Code                              Grade Level. A Grade Level is Grade Level                         and Grade Level Code                null
                                       an educational or service level,                                  combination must be a valid      Then Y;
                                       denoted by an ordinal number,                                     combination as defined in the     Else N
                                       such as the “3rd Grade” or the                                    CALPADS Valid Code
                                       “12th Grade”; however, Grade                                      Combinations document
                                       Level can also include infant,
                                       preschool, adult, ungraded
                                       elementary and ungraded
                                       secondary. Note: there are
                                       different reference sets for
                                       Highest Education Level and
                                       Age.


    CALPADS File Specifications V4.0                                                                                                                     47
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                                                                                                                            3. CALPADS File Formats – SSID Enrollment



                                                                                                                                                                Operati Updat
Field                  Field Max                                                                                                                                 onal    able
  # Public Name        Type Len Definition                                Code Set   Comments                     Validation                         Required    Key    Fields
                                                                                                                  1) If Student Exit Reason Code
1.26 Student School DT          8      The last date that a student                  1) Format:                                                         N                 X
                                                                                     CCYYMMDD, e.g.               is populated
     Exit Date                         attended a specific school. This                                           Then Student School Exit Date
                                                                                     20081025
                                       should be the last day that the                                            must be populated;
                                       student generated average                     2) For students who are
                                                                                     “other no shows” who         2) If Student Exit Reason Code =
                                       daily attendance for the school.              did not attend this          N470 (NoShowOther) THEN
                                       If the student never generated                school in the prior          Student School Exit Date must
                                       average daily attendance at the               academic year (Student       be equal to or one day prior to
                                       school (a no-show who did not                 Exit Reason Code =
                                                                                                                  the Student School Start Date
                                                                                     N470), this is the same
                                       attend the school in the prior                date as the student’s        ELSE Must be greater than or
                                       academic year), then the exit                 School Start Date, or        equal to Student School Start
                                       date is one day before or equal               the day prior.
                                                                                                                  Date;
                                       to the Student School Start                   3) For students who are
                                       Date.                                         same school no shows         3) If Student School Completion
                                                                                     (Student Exit Reason         Status Code is equal to 108
                                                                                     Code = N420), this date
                                                                                     is the last day that the
                                                                                                                  THEN Student School Exit Date
                                                                                     student attended the         must NOT be within the
                                                                                     school in the prior          academic year of 2007-2008 or
                                                                                     academic year.               2008-2009
                                                                                     4) For students who are      4) If Student Exit Reason Code =
                                                                                     expected to return to the    N420
                                                                                     same school in the
                                                                                     following academic year      THEN Student School Exit Date
                                                                                     (Student Exit Reason         should be between May 15 and
                                                                                     Code = E490), the exit       August 15 (inclusive)
                                                                                     date is the student’s last
                                                                                     day of attendance prior      5) Must be less than or equal to
                                                                                     to the summer or             current date plus 30 days
                                                                                     intersession break.




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                                                                                                                       3. CALPADS File Formats – SSID Enrollment



                                                                                                                                                            Operati Updat
Field                  Field Max                                                                                                                             onal    able
  # 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 School Exit Date is      N                 X
     Reason Code                       Student Exit Category. A         Student Exit   the CALPADS           populated
                                       Student Exit Category is the     Category       Student Exit          Then Student Exit Reason Code
                                       category or conditions under                    Category Codes or     must be populated;
                                       which a student left a school in                the legacy SRRTS      2) Student Exit Reason Code
                                       the California public                           Exit Codes (For       and Grade Level Code
                                       educational system.                             academic Year         combination must be a valid
                                                                                       2008-09 exits only)   combination as defined in the
                                                                                       to CALPADS.           CALPADS Valid Code
                                                                                                             Combinations document;
                                                                                                             3) Student Exit Reason Code
                                                                                                             and Student School Completion
                                                                                                             Status Code must be a valid
                                                                                                             combination as defined in the
                                                                                                             CALPADS Valid Code
                                                                                                             Combinations document;




    CALPADS File Specifications V4.0                                                                                                                           49
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                                                                                                                                                           Operati Updat
Field                  Field Max                                                                                                                            onal    able
  # 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 Reason Code If Student                X
     Completion                        School Completion Status.          School         provided in the       and Student School          Exit Reason
     Status                            School Completion Status is        Completion     Student Exit          Completion Status Code        Code =
                                       defined as a student's state of    Status         Reason Code data      must be a valid combination     E230
                                       completion of an academic                         element, the          as defined in the CALPADS   (Completer
                                       program at a particular                           Student School        Valid Code Combinations         Exit)
                                       educational service institution.                  Completion Status     document;                     Then Y;
                                                                                         must be blank.                                      Else N
                                                                                                               2) If Student School
                                                                                                               Completion Status Code is
                                                                                                               equal to 108
                                                                                                               THEN Student School Exit
                                                                                                               Date must NOT be within the
                                                                                                               academic year of 2007-2008
                                                                                                               or 2008-2009
                                                                                                               3) Student must be at least
                                                                                                               18 to exit to Adult Ed or earn
                                                                                                               a GED
                                                                                                               4) Student must be at least
                                                                                                               16 to exit due to passing the
                                                                                                               California High School
                                                                                                               Proficiency Exam (CHSPE).
                                                                                                               5) Student School
                                                                                                               Completion Status and Grade
                                                                                                               Level must be a valid
                                                                                                               combination as defined in the
                                                                                                               CALPADS Valid Code
                                                                                                               Combinations document.




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                                                                                                                  3. CALPADS File Formats – SSID Enrollment



                                                                                                                                                         Operati Updat
Field                  Field Max                                                                                                                          onal    able
  # Public Name        Type Len Definition                                Code Set   Comments            Validation                       Required        Key    Fields
                                                                                                         The 7-digit school (S) code
1.29 Expected           CS      7      A unique identifier (school                   "Alternative        for a California public school,
                                                                                                                                           If Student              X
     Receiver                          code) assigned to the California              School" means       regional occupational center
                                                                                                                                         Exit Reason
     School of                         public school, regional                       Juvenile Court,     or program (ROC/P), or
                                                                                                                                             Code =
     Attendance                        occupational center or program                County Community,   nonpublic nonsectarian
                                                                                                                                               T165
                                       (ROC/P), or nonpublic                         Community Day,                                      (TransEnroll
                                                                                                         certified (NPS) school must
                                       nonsectarian certified (NPS)                  Continuation, or                                        Discip)
                                                                                                         be submitted. Do NOT submit
                                       school where a student was                    Opportunity                                                Or
                                                                                                         a 7-digit school code for a
                                       expected to attend after leaving              schools (JUV,                                          If School
                                                                                                         PRIVATE school
                                       another California public                                                                             Type of
                                                                                     COMM, COMMDAY,
                                       school.                                                                                           field1.05 (as
                                                                                     CON, OPP)
                                                                                                                                          indicated in
                                                                                                                                            the CDE
                                                                                                                                             County
                                                                                                                                             District
                                                                                                                                             School
                                                                                                                                         database) is
                                                                                                                                                an
                                                                                                                                           Alternative
                                                                                                                                          School And
                                                                                                                                         Student Exit
                                                                                                                                             Reason
                                                                                                                                             Code =
                                                                                                                                               T160
                                                                                                                                           Then Y;
                                                                                                                                           Else N




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                                                                                                            3. CALPADS File Formats – SSID Enrollment



                                                                                                                                              Operati Updat
Field                   Field Max                                                                                                              onal    able
  # 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                                                            , 106 (Grad,
                                        college. A “Y” would indicate                                                            CAHSEE
                                        that the student has met all                                                            Waiver), or
                                        requirements; an “N” would                                                              108 (Grad,
                                        indicate that the student has                                                            CAHSEE
                                        not.                                                                                     Exempt),
                                                                                                                               Then Y;Else
                                                                                                                                      N




     CALPADS File Specifications V4.0                                                                                                            52
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                                                                  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 annual data
submission windows (e.g., Fall 1, Fall 2, Spring 1, etc.) and the use of student data for assessment
and accountability purposes.
This format uses the Effective Date processing method. The record type code SINF (Student
Information) must be included in the Record Type field of each record unless a specific historical
correction or update to Student Information is required. Refer to Section 3.2.2 for information on the
record type required for a specific 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 confirmed during the following snapshot collection windows to ensure 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
     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
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   Record Type
      Code                                                Description
                        record

 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



When submitting the Student Information file with any of the above Record Type Codes, all of the
required fields must be included in the submitted records. For the Record Type Codes other than
“SINF”, only the specific data elements associated with the Record Type Code will be updated in
CALPADS. 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

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   Record Type
      Code                 Field #   Public Name

        SIDM                 2.23    Primary Language Code

        SIDM                 2.24    Student Hispanic Ethnicity Indicator

        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

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    Record Type
       Code                Field #   Public Name

        SIST                 2.34    Interdistrict Transfer Code

        SIST                 2.35    District of Geographic Residence

        SIST                 2.44    Filler

        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    Filler

        SIST                 2.49    Filler




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


3.2.4 Primary Key
The following fields identify the primary key (fields that make a record unique) of the Student
Information Record:
   Effective Start Date
   SSID


3.2.5 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.

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




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

                                                                                                                                                  Operati Update
Field           Field Max                                                                                                                          onal    able
  # Public Name Type Len Definition                                     Code Set       Comments         Validation                     Required    Key    Fields

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

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

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

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                                                                                                                                                    Operati Update
Field           Field Max                                                                                                                            onal    able
  # Public Name Type Len Definition                                      Code Set   Comments              Validation                     Required    Key    Fields

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

2.06 Reporting LEA      CS      7      A unique identifier for the                  The 7-digit County Must equal institution               Y
                                       educational service institution              District (CD) code identifier of submitter User
                                       responsible for obtaining and                must be submitted 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
                                       Pupil Achievement Data
                                                                                    independently
                                       System (CALPADS).
                                                                                    reporting charter
                                                                                    school, the School
                                                                                    (S) code must be
                                                                                    submitted for both
                                                                                    the Reporting LEA
                                                                                    and the School of
                                                                                    Attendance.




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                                                                                                                                                   Operati Update
Field           Field Max                                                                                                                           onal    able
  # Public Name Type Len Definition                                         Code Set   Comments           Validation                    Required    Key    Fields

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

2.09 SSID               CS     10      The unique identifier for the                                      Must be a valid CALPADS          Y         X
                                       student assigned to or by the                                      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.


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                                                                                                                                                       Operati Update
Field           Field Max                                                                                                                               onal    able
  # Public Name Type Len Definition                                       Code Set   Comments                Validation                     Required    Key    Fields

2.10 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                   SSID Enrollment
                                       as the identifier assigned to                 file;
                                       the student at the school level.
                                                                                     2) Field is included
                                                                                     to assist with the
                                                                                     identification of the
                                                                                     student

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




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                                                                                                                                            Operati Update
Field           Field Max                                                                                                                    onal    able
  # Public Name Type Len Definition                                         Code Set   Comments   Validation                     Required    Key    Fields

2.12 Student Legal      CS     30      The Student Legal Middle                                   May only include Alphabetic       N                   X
     Middle Name                       Name of the student. Student                               letters, numbers, periods,
                                       Legal Middle Name is the                                   hyphens and apostrophes
                                       second name of a person
                                       which is 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).

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




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                                                                                                                                           Operati Update
Field           Field Max                                                                                                                   onal    able
  # Public Name Type Len Definition                                       Code Set    Comments   Validation                     Required    Key    Fields

2.14 Student Legal      CS      3      A coded value representing      See Code Set                                                N                   X
     Name Suffix                       the Student Legal Name Suffix Name Suffix
     Code                              of 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.

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;



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




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                                                                                                                                        Operati Update
Field           Field Max                                                                                                                onal    able
  # 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




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                                                                                                                                           Operati Update
Field           Field Max                                                                                                                   onal    able
  # 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                  CCYYMMDD, e.g. equal to Adult (AD) Then
                                        based on the Gregorian                   20081025
                                                                                                Student age must be greater
                                        Calendar.
                                                                                                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




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                                                                                                                                                Operati Update
Field           Field Max                                                                                                                        onal    able
  # Public Name Type Len Definition                                       Code Set         Comments   Validation                     Required    Key    Fields

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

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

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




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                                                                                                                                              Operati Update
Field           Field Max                                                                                                                      onal    able
  # Public Name Type Len Definition                                    Code Set          Comments   Validation                     Required    Key    Fields

2.23 Primary            CS      2      The primary language is the        See Code Set              IF English Language               Y                    X
     Language                          language that is identified for    Language                  Acquisition Status Code
     Code                              K-12 students at the local level                             (2.41) equal to EL, RFEP,
                                       from information gathered on                                 or IFEP
                                       the Home Language Survey to
                                                                                                    THEN
                                       determine whether or not the
                                       student should be assessed                                   Primary Language Code <>
                                       with the California English                                  00 (English) and <> 37 (Sign
                                       Language Development Test                                    Language)
                                       (CELDT). 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 pre-kindergarten
                                       students, this is identified at
                                       the local level from either the
                                       "Home Language Survey" if
                                       available, or the "Confidential
                                       Application for Child
                                       Development Services and
                                       Certification of Eligibility" form
                                       (CD-9600), 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.




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                                                                                                                                                  Operati Update
Field           Field Max                                                                                                                          onal    able
  # Public Name Type Len Definition                                          Code Set   Comments   Validation                      Required        Key    Fields

2.24 Student             CS      1      An indication of whether or not                            If Student Ethnicity Missing     If Student              X
     Hispanic                           a Student identifies him or                                Indicator is equal to Y           Ethnicity
     Ethnicity                          herself as having an ethnicity                             Then Student Hispanic              Missing
     Indicator                          (how a person identifies                                   Ethnicity Indicator must be     Indicator is
                                        him/herself in the context of:                             blank                             null or N
                                        heritage, culture (i.e., religion,                                                           Then Y;
                                        language, customs, music,                                                                     Else N
                                        etc.), lineage, or country 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 Ethnicity    If Student              X
     Ethnicity                          submission to CALPADS of                                   Indicator is populated            Hispanic
     Missing                            whether or not the student's                               Then Student Ethnicity            Ethnicity
     Indicator                          reported Ethnicity indicator has                           Missing Indicator must be       Indicator is
                                        intentionally been left blank. A                           equal to N or blank                  null
                                        "Y" would indicate that the                                                                  Then Y;
                                        student's reported ethnicity                                                                  Else N
                                        indicator has intentionally
                                        been left blank, an "N" would
                                        indicate that it has not.




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                                                                                                                                                  Operati Update
Field           Field Max                                                                                                                          onal    able
  # Public Name Type Len Definition                                         Code Set       Comments   Validation                     Required      Key    Fields

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

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

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

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




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                                                                                                                                                      Operati Update
Field           Field Max                                                                                                                              onal    able
  # Public Name Type Len Definition                                         Code Set       Comments   Validation                      Required         Key    Fields

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

2.31 Student Race       CS      1      An indication in the data                                      If one or more of the Student   If all of the             X
     Missing                           submission to CALPADS of                                       Race Codes are populated          Student
     Indicator                         whether or not the student's                                   Then Student Race Missing           Race
                                       reported Race Code fields                                      Indicator must be equal to N    Codes are
                                       have intentionally been left                                   or blank                             null
                                       blank. A "Y" would indicate                                                                      Then Y;
                                       that the student's reported                                                                       Else N
                                       Race Code 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 Set                   There are numerous                   Y                    X
     Code                              Grade Level. A Grade Level is Grade Level                      validations on Grade Level
                                       An educational or service                                      Code. All of these
                                       level, denoted by an ordinal                                   validations are contained in
                                       number, such as the “3rd                                       the Error List document.
                                       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.


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                                                                                                                                                         Operati Update
Field           Field Max                                                                                                                                 onal    able
  # Public Name Type Len Definition                                       Code Set        Comments               Validation                  Required     Key    Fields

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

2.34 Interdistrict      CS      1      A coded value representing an      See Code Set    Report interdistrict                                   N                     X
     Transfer Code                     Interdistrict Transfer Category.   Interdistrict   or intradistrict
                                       An Interdistrict Transfer          Transfer        transfers for only
                                       Category is a category             Category        those meeting the
                                       describing the type of student                     definition of any of
                                       transfer that occurred between                     the Interdistrict
                                       two districts.                                     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




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                                                                                                                                                       Operati Update
Field           Field Max                                                                                                                               onal    able
  # Public Name Type Len Definition                                        Code Set   Comments             Validation                  Required         Key    Fields

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




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                                                                                                                                                       Operati Update
Field           Field Max                                                                                                                               onal    able
  # Public Name Type Len Definition                                        Code Set   Comments               Validation                  Required       Key    Fields

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




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                                                                                                                                                   Operati Update
Field           Field Max                                                                                                                           onal    able
  # 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                 student address
     2                                 or she either receives mail or                consists of
                                       resides. This line of the                     Residential
                                       address typically consists of                 Address Line 1,
                                       any components that will not fit              Residential
                                       on the Residential Address                    Address Line 2,
                                       Line 1 (usually components                    Residential
                                       such as Secondary Unit Name                   Address City
                                       and Number). This line may                    Name, Residential
                                       also contain non-standard                     State/Province
                                       components as necessary                       Code, and
                                       (e.g., “attention: John Smith”.)              Residential
                                       An address may require more                   Address Zip Code.
                                       than one supplementary line,
                                                                                     2) The address
                                       depending on the necessary
                                                                                     does not have to
                                       components. For instance, a
                                                                                     be in all caps
                                       supplementary line may be
                                       necessary for a personal
                                       mailbox.

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




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                                                                                                                                                      Operati Update
Field           Field Max                                                                                                                              onal    able
  # Public Name Type Len Definition                                       Code Set       Comments           Validation                  Required       Key    Fields

2.39 Residential   CS           6      A coded value representing       See Code Set                                                     If Primary               X
     Address State                     the abbreviation for a           State/Province                                                   Residence
     Province Code                     State/Province in an address.                                                                     Category
                                       A State/Province is the                                                                          Code not =
                                       territory occupied by one of the                                                                  100, 110,
                                       constituent administrative                                                                         120, 130
                                       districts of a nation.                                                                           (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 required                                Residence
     Code                              received, inclusive of the four-                                                                  Category
                                       digit ZIP code extension. This                                                                   Code not =
                                       is a coding system used by the                                                                    100, 110,
                                       United States Postal Service                                                                       120, 130
                                       to group addresses. This is a                                                                    (Homeless)
                                       component of the standard                                                                           , or 310
                                       last line of an address.                                                                           Then Y;
                                                                                                                                            Else N




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                                                                                                                                                Operati Update
Field           Field Max                                                                                                                        onal    able
  # Public Name Type Len Definition                                      Code Set       Comments   Validation                     Required       Key    Fields

2.41 English            CS      4      A coded value representing an     See Code Set              1) IF Primary Language          If Grade               X
     Language                          individual’s English Language     English                   Code <> 00 (English) and       Level Code
     Acquisition                       Acquisition Status as defined     Language                  <> 37 (Sign Language)          not = to AD
     Status Code                       by the State of California.       Acquisition                                               Then Y;
                                                                                                   THEN
                                       English Acquisition Status is a   Status State                                               Else N
                                       category describing an                                      English Language
                                       individual’s English language                               Acquisition Status Code
                                       acquisition status based upon                               (2.41) must equal EL, RFEP,
                                       on one or more of the                                       IFEP, or TBD
                                       following, as appropriate: the
                                                                                                   2) If submitted SINF
                                       Home Language Survey
                                                                                                   Effective Start Date equals
                                       (HLS), the state’s English
                                                                                                   existing ODS SINF Effective
                                       language proficiency
                                       assessment, and other factors.                              Start Date and the submitted
                                                                                                   English Language
                                                                                                   Acquisition Status Code
                                                                                                   differs from the ODS record,
                                                                                                   system will generate a
                                                                                                   warning indicating this
                                                                                                   submission is overwriting
                                                                                                   ODS historical data.
                                                                                                   3) English Language
                                                                                                   Acquisition Status Code
                                                                                                   being submitted must be a
                                                                                                   valid subsequent English
                                                                                                   Language Acquisition Status
                                                                                                   Code as compared to the
                                                                                                   most recent English
                                                                                                   Language Acquisition Status
                                                                                                   Code in the ODS as defined
                                                                                                   in the CALPADS Valid Code
                                                                                                   Combinations document.
                                                                                                   See Current ELAS-Submtd
                                                                                                   ELAS worksheet.

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                                                                                                                                                               Operati Update
Field           Field Max                                                                                                                                       onal    able
  # Public Name Type Len Definition                                        Code Set        Comments             Validation                      Required        Key    Fields
                                                                                                                                                 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, e.g. Student Birth Date
                                                                                                                                                Acquisition
     Acquisition                        State for a specific student                       20081025
                                                                                                          2) Must be less than or                  Status
     Status Start                       became effective.
                                                                                                          equal to current system               State Code
     Date
                                                                                                          date–                                  not equal
                                                                                                                                                    to EO
                                                                                                                3) Must be less than or           Then Y;
                                                                                                                equal to Effective Start Date      Else N

2.43 Student             CS      1      A coded value representing an      See Code Set    This field should                                      If English             X
     Proficient or                      individual’s English Language      English         not be populated                                      Language
     Advanced for                       Arts Test Proficiency              Language Arts   unless the student                                    Acquisition
     ELA Code                           Designation. An English Arts       Proficiency     has an English                                           Status
                                        Test Proficiency Designation is    Test            Language                                             State Code
                                        coded value representing                           Acquisition Status                                      = RFEP
                                        whether or not a student that                      Code of RFEP.                                        (Reclassifie
                                        has been                                                                                                   d Fluent
                                        reclassified/redesignated                                                                                   English
                                        fluent-English-proficient scored                                                                         Proficient)
                                        proficient or advanced for                                                                                 Then Y;
                                        three years cumulative on the                                                                               Else N
                                        English Language Arts
                                        Standards Test.

Fille Filler             CS      1      Field no longer used. Fill with                                                                                                 NA
                                                                                                                                                     N
  r                                     blank.




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                                                                                                                                                 Operati Update
Field           Field Max                                                                                                                         onal    able
  # Public Name Type Len Definition                                       Code Set   Comments          Validation                   Required      Key    Fields

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, e.g. Student Birth Date                Grade
     Enrollment                         through twelfth grade public or              20081025                                      Level Code
                                                                                                    2) Must be less than or
     Date                               private school (including any                                                               = PS thru
                                                                                                    equal to current date plus six
                                        home schooling in grades K-                                                                12, UE, or
                                                                                                    months
                                        12) in the United States of                                                                    US)
                                        America and Puerto Rico.
                                                                                                                                      AND
                                        This does NOT include United
                                        States territories.                                                                         If Student
                                                                                                                                       Birth
                                                                                                                                     Country
                                                                                                                                    Code not
                                                                                                                                     equal to
                                                                                                                                    US or PR
                                                                                                                                    or English
                                                                                                                                    Language
                                                                                                                                   Acquisition
                                                                                                                                   Status = EL
                                                                                                                                     Then Y;
                                                                                                                                      Else N




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                                                                                                                                                  Operati Update
Field           Field Max                                                                                                                          onal    able
  # Public Name Type Len Definition                                        Code Set   Comments          Validation                  Required       Key    Fields
                                                                                                                                     If Student
2.46 Enrolled in US      CS      1      An indication of whether or not                                                                                       X
                                                                                                                                        Birth
     School less                        a student has been enrolled in
                                                                                                                                      Country
     than Three                         a US school for less than three
                                                                                                                                    Code Not
     Cumulative                         cumulative years. A "Y" would
                                                                                                                                      Equal To
     Years                              indicate that a student has
                                                                                                                                        US or
     Indicator                          been enrolled for less than
                                                                                                                                       Puerto
                                        three years, an "N" would
                                                                                                                                         Rico
                                        indicate that the student has
                                                                                                                                        AND
                                        not.
                                                                                                                                        Grade
                                                                                                                                    Level Code
                                                                                                                                     = PS thru
                                                                                                                                    12, UE, or
                                                                                                                                         US
                                                                                                                                      Then Y;
                                                                                                                                        Else N
2.47 Student Initial     CS      9      An identifier representing the                Format: CCYY-                                   If Grade                X
     Ninth Grade                        Academic Year (see Glossary                   CCYY (ex. 2008-                               Level = 09,
     Entry Year                         for definition) in which a                    2009)                                          10, 11, or
                                        student entered the ninth                                                                         12
                                        grade for the very first time in                                                               Then Y
                                        any school. This academic                                                                      Else N
                                        year should be established
                                        once and would not change
                                        through the course of the
                                        student's high school
                                        enrollment in grades 9-12.

      Filler             CS      3      Field no longer used. Fill with                                                                 N                  NA
                                        blank.




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                                                                                                                                                     Operati Update
Field           Field Max                                                                                                                             onal    able
  # Public Name Type Len Definition                                      Code Set       Comments           Validation                     Required    Key    Fields

     Filler             CS      1      Field no longer used. Fill with                                                                       N                NA
                                       blank.
                                       .

2.50 Parent             CS      2      A coded value representing        See Code Set                                                        Y                    X
     Guardian                          the Highest Educational Level.    Highest
     Highest                           The Highest Educational Level     Education
     Education                         is the highest level of           Level
     Level Code                        education completed by an
                                       individual, 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 Alphabetic      N                    X
     First Name                        Parent/Guardian contact listed                   both first and last letters, numbers, periods,
                                       for a student. This may or may                   together, submit    hyphens and apostrophes
                                       not be the Parent/Guardian's                     both in Guardian 1
                                       legal name.                                      Last Name field

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




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                                                                                                                                                Operati Update
Field           Field Max                                                                                                                        onal    able
  # Public Name Type Len Definition                                     Code Set   Comments           Validation                     Required    Key    Fields

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

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




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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 code 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, provided that 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
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             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
             504 Accommodation Plan Participation or Eligibility
             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 Primary Key
The following fields identify the primary key (fields that make a record unique) of the Student Program
Record:
   School of Attendance
   SSID
   Education Program Code
   Education Program Membership Start Date
   Education Service Academic Year
   Education Service Code

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3.3.5 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.
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.

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




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

                                                                                                                                              Operati Update
Field           Field Max                                                                                                                      onal    able
  # Public Name Type Len Definition                                    Code Set       Comments      Validation                     Required    Key    Fields

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

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

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.



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                                                                                                                                                 Operati Update
Field           Field Max                                                                                                                         onal    able
  # Public Name Type Len Definition                                      Code Set   Comments              Validation                  Required    Key    Fields

3.04 Reporting LEA      CS      7      A unique identifier for the                  The 7-digit County Must equal institution             Y
                                       educational service institution              District (CD) code identifier of submitter User
                                       responsible for obtaining and                must be submitted 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
                                       Pupil Achievement Data
                                                                                    independently
                                       System (CALPADS).
                                                                                    reporting charter
                                                                                    school, the School
                                                                                    (S) code must be
                                                                                    submitted for both
                                                                                    the Reporting LEA
                                                                                    and the School of
                                                                                    Attendance.




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                                                                                                                                                 Operati Update
Field           Field Max                                                                                                                         onal    able
  # Public Name Type Len Definition                                     Code Set   Comments              Validation                   Required    Key    Fields

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




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                                                                                                                                                      Operati Update
Field           Field Max                                                                                                                              onal    able
  # Public Name Type Len Definition                                         Code Set   Comments                Validation                  Required    Key    Fields

3.06 Academic           CS      9      A unique identifier assigned to                 1) Format: CCYY-                                        N
     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).

3.07 SSID               CS     10      The unique identifier for the                                           Must be a valid CALPADS         Y         X
                                       student assigned to or by the                                           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 this                                      Y
     ID                                the student by a local                          field must be
                                       educational agency. This may                    made through the
                                       not necessarily be the same                     SSID Enrollment
                                       as the identifier assigned to                   file;
                                       the student at the school level.
                                                                                       2) Field is included
                                                                                       to assist with the
                                                                                       identification of the
                                                                                       student




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                                                                                                                                                       Operati Update
Field           Field Max                                                                                                                               onal    able
  # Public Name Type Len Definition                                        Code Set   Comments                Validation                    Required    Key    Fields

3.09 Student Legal      CS     30      The Student Legal First Name                   1) Updates to this      May only include Alphabetic      Y
     First Name                        of the student. The Student                    field must be           letters, numbers, periods,
                                       Legal First Name is the first                  made through the        hyphens and apostrophes
                                       name of the person which is                    Student
                                       given to a person after birth                  Information file;
                                       (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).

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




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                                                                                                                                                        Operati Update
Field           Field Max                                                                                                                                onal    able
  # 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 Code and              Y
     Date                              which a person was born                          CCYYMMDD, e.g. Student Date of Birth Year
                                       based on the Gregorian                           20081025;          must equal existing ODS
                                       Calendar.                                                           Student Gender Code and
                                                                                        2) Updates to this
                                                                                                           Student Date of Birth Year
                                                                                        field must be
                                                                                        made through the
                                                                                        Student
                                                                                        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        See Code Set   1) Updates to this      Student Gender Code and         Y
     Gender Code                       the person's gender. Gender is Gender            field must be           Student Date of Birth Year
                                       a person's actual sex or                         made through the        must equal existing ODS
                                       perceived sex and includes a                     Student                 Student Gender Code and
                                       person's perceived identity,                     Information file;       Student Date of Birth Year
                                       appearance or behavior,
                                                                                        2) Field is included
                                       whether or not that identity,
                                                                                        for validation and
                                       appearance, or behavior is
                                                                                        to assist with the
                                       different from that traditionally
                                                                                        identification of the
                                       associated with a person's sex
                                                                                        student
                                       at birth.




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                                                                                                                                                          Operati Update
Field           Field Max                                                                                                                                  onal    able
  # Public Name Type Len Definition                                       Code Set          Comments   Validation                              Required    Key    Fields
                                                                                                       1) If Primary Disability Code is
3.13 Education          CS      3      A coded value for an Education        See Code Set              populated                                  Y         X
     Program Code                      Program. An Education Program Education                         Then Education Program Code
                                       represents a set of interdependent Program                      must equal 144 (Special Education);
                                       or interrelated activities and
                                       procedures designed to                                          2) If District of Special Education
                                       accomplish a predetermined                                      Accountability is populated
                                                                                                       Then Education Program Code
                                       goal/objective or set of                                        must equal 144 (Special Education)
                                       goals/objectives. Due to the vast
                                       nature of Education Programs, the                               3) If California Partnership Academy
                                       focus is on the Education                                       ID is populated
                                       Programs that are administered                                  Then Education Program Code
                                       by the California Department of                                 must equal 113 (California
                                       Education and with legal data                                   Partnership Academy)
                                       reporting requirements and/or
                                                                                                       4) If Migrant Student ID is populated
                                       funding allocation purpose, or in                               Then Education Program Code
                                       some cases, Education Programs                                  must equal 135 (Migrant)
                                       that are run locally with no specific
                                       source of state or federal funding.                             5) Schools receiving NCLB Title I
                                       An Education Program has one or                                 Schoolwide funding for the
                                       more of the following                                           Reporting Academic Year should
                                       characteristics: 1) Authorized by                               not submit NCLB Title I Targeted
                                       either the Federal or State                                     Program records (Education
                                                                                                       Program Code = 122) for the
                                       Legislature; 2) Funded with                                     Reporting Academic Year.
                                       specific Federal and/or State                                   Participation in NCLB Title I
                                       allocated funding sources; 3)                                   Schoolwide programs is derived
                                       Serve a specific population or                                  from the school's cumulative
                                       used for a specific purpose as                                  primary enrollment count.
                                       stated in the laws or regulations;
                                       4) Is a locally funded and                                      6) If a student has an open Free
                                       operated program that serves a                                  Meal Program (181) record, then
                                                                                                       the same student cannot have an
                                       specific population of students of                              open Reduced-Price Meal Program
                                       interest to the California                                      (182) record
                                       Department of Education and
                                       other state or federal agencies.




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                                                                                                                                                      Operati Update
Field           Field Max                                                                                                                              onal    able
  # Public Name Type Len Definition                                Code Set        Comments              Validation                        Required    Key    Fields

3.14 Education          CS      1      A coded value representing a See Code Set   The requested         1) If Education Program              Y                 X
     Program                           Membership Category.           Membership   Education             Code = 127 (Gifted and
     Membership                        Membership Category is a       Category     Program               Talented Education (GATE),
     Code                              category describing the                     Membership Code       144 (Special Education), 175
                                       prescribed levels of inclusion              is eligibility for    (Free or Reduced Price Meal
                                       for an Education Program. For               GATE, Special         Program), 135 (Title I Part C
                                       example, eligible or                        Education, Free or    Migrant), 181 (Free Meal
                                       participating.                              Reduced Price         Program), 182, (Reduced-
                                                                                   Meal Program,         Price Meal Program), or 101
                                                                                   and Title I Part C    (504 Accommodation Plan)
                                                                                   Migrant. If           Then Education Program
                                                                                   eligibility is not    Membership Code can be 1
                                                                                   available then        (Eligible) or 3 (Participating)
                                                                                   provide
                                                                                                         Else Education Program
                                                                                   participation.
                                                                                                         Membership Code must
                                                                                   This code should      equal 3 (Participating)
                                                                                   include students
                                                                                   that have met the
                                                                                   criteria for
                                                                                   eligibility who may
                                                                                   NOT be receiving
                                                                                   services, as well
                                                                                   as those eligible
                                                                                   AND receiving
                                                                                   services.




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                                                                                                                                                          Operati Update
Field           Field Max                                                                                                                                  onal    able
  # Public Name Type Len Definition                                     Code Set   Comments                   Validation                       Required    Key    Fields

3.15 Education          DT      8      The first day that a Student                Format: CCYYMMDD,          1) Must be greater than             Y         X
                                                                                   e.g. 20081025
     Program                           Education Program                                                      Student Birth Date
     Membership                        Membership Category became                  1) When reporting
                                                                                   ELIGIBILITY, provide       2) If Education Program
     Start Date                        effective. Student Education
                                                                                   the very first date that   Membership Code equals 3
                                       Program Membership                          the student was            (Participating)
                                       Category is a specific                      identified as eligible
                                       Education Program                           (except in programs        Then
                                       Membership Category for a                   that require eligibility
                                       specific Student at particular
                                                                                   renewal annual such        Student must be enrolled in
                                                                                   as the Free and            the School of Attendance in
                                       school.                                     Reduced Price Meal
                                                                                   Program - this would
                                                                                                              this record during the
                                                                                   be the first date each     Education Program
                                                                                   year that the student      Membership Date Range
                                                                                   was identified as          specified.
                                                                                   eligible).
                                                                                   2) See special
                                                                                                              3) Must be less than or
                                                                                   instructions in the        equal to current date plus six
                                                                                   CALPADS Data Guide         months
                                                                                   for what date to use
                                                                                   when submitting a
                                                                                   special education
                                                                                   program record to
                                                                                   change a student's
                                                                                   Primary Disability Code
                                                                                   (Field 3.21).




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                                                                                                                                                    Operati Update
Field           Field Max                                                                                                                            onal    able
  # 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 than or              N                   X
     Program                           Education Program                           CCYYMMDD, e.g. equal to Education Program
     Membership                        Membership Category was                     20081025       Membership Start Date
     End Date                          effective. Student Education
                                                                                                      2) Must be less than or
                                       Program Membership
                                                                                                      equal to Student School Exit
                                       Category is a specific
                                                                                                      date
                                       Education Program
                                       Membership Category for a                                      3) Must be greater than
                                       specific Student at particular                                 Student Birth Date
                                       school.
                                                                                                      4) Must be within Academic
                                                                                                      Year ID specified in file

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




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                                                                                                                                                     Operati Update
Field           Field Max                                                                                                                             onal    able
  # Public Name Type Len Definition                                      Code Set          Comments   Validation                      Required        Key    Fields

3.18 Education          CS      2      A coded value representing an     See Code Set                 1) If Education Program               If         X
     Service Code                      Education Service. An             Education                    Code does not equal 122          Education
                                       Education Service is specific     Service Title I              (NCLB Title 1 Part A Basic       Program
                                       service or services that are      Part A Basic                 Targeted) Then Education        Code = 122
                                       performed within an Education                                  Service Code must be null       (NCLB Title
                                       Service Category. Every                                                                          1 Part A
                                       Education Program provides                                                                        Basic
                                       one or more services to                                                                         Targeted)
                                       students. Each of these                                                                          Then Y;
                                       services falls within an                                                                          Else N
                                       Education Service Category.
                                                                                                      Must be a valid identifier on
3.19 California         CS      5      A state level unique identifier                                                                      If                 X
                                                                                                      the CDE California
     Partnership                       assigned to a specific                                                                           Education
                                                                                                      Partnership Academy list,
     Academy ID                        California Partnership                                                                           Program
                                                                                                      found at
                                       Academy within a school that                                   http://www.cde.ca.gov/ci/gs/hs/d
                                                                                                                                       Code = 113
                                       a student is assigned to. For                                  ocuments/cpadirectory.xls        (California
                                       instance, a student may be                                                                      Partnership
                                       assigned to a Health                                                                            Academy)
                                       Academy.                                                                                          Then Y;
                                                                                                                                         Else N




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                                                                                                                                                      Operati Update
Field           Field Max                                                                                                                              onal    able
  # Public Name Type Len Definition                                       Code Set   Comments              Validation                     Required     Key    Fields

3.20 Migrant             CS     11      A unique identifier assigned to              This is the state     The Migrant Student ID must        If                X
     Student ID                         each participant in the Migrant              Migrant Student       be exactly 11 characters       Education
                                        Education Program by the                     Directory (MSD)       with the first two characters  Program
                                        California Department of                     number as             beginning with "06"           Code = 135
                                        Education.                                   assigned in the                                      (Migrant)
                                                                                     Migrant Student                                       Then Y;
                                                                                     Information                                           Else N
                                                                                     Network (MSIN)
                                                                                     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 Set     See special          1) If any other program than       If                X
     Disability                         Disability Category. Disability Disability   instructions in the   Special Education then field  Education
     Code                               Category is the disability        Category   CALPADS Data          must be null                  Program
                                        category that best describes                 Guide for what                                     Code = 144
                                                                                                           2) If the Primary Disability
                                        an individual's condition -a                 date to use when                                     (Special
                                                                                                           Code changes for a student
                                        physical or mental impairment                submitting a                                       Education)
                                                                                                           but the Education Program
                                        that substantially limits one or             special education                                    Then Y;
                                                                                                           Membership Start Date does
                                        more of the major life activities            program record to                                     Else N
                                                                                                           not change, then the prior
                                        of such individual: a record of              change a student's
                                                                                                           Primary Disability Code will
                                        such impairment; or being                    Primary Disability
                                                                                                           be overwritten.
                                        regarded as having such an                   Code (Field 3.21).
                                        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.


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




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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 submit the
individual student offenses associated with a single incident. The incident information may contain any
of the following information:
   For each incident, the LEA will submit one or more Student Discipline records which include the
    SSID(s) of the student(s) involved and the offense(s) committed
   The identifier assigned for the incident (Disciplinary Incident ID Local) must be unique for the
    incident within the School of Attendance and Academic Year.
   All offenses within a Discipline Incident for a school must have identical attributes at the incident
    level; therefore all records for the same Academic Year , School of Attendance, and Disciplinary
    Incident ID Local must have identical values in the following fields:
   Incident Occurrence Date
   Incident Most Severe Offense Code
   All offenses for a specific student within a Discipline Incident must have identical attributes where
    those attributes are related to the Disciplinary Action; therefore, all records for the same Academic
    Year , School of Attendance, Disciplinary Incident ID Local and SSID must have identical values in
    the following fields:
   Incident Disciplinary Action Taken Code
   Disciplinary Action Authority Code
   Incident Disciplinary Action Duration Days
   Student Instructional Support Indicator
   Expulsion Modification Category Code
   For students committing multiple offenses within a single incident, the LEA will submit a separate
    student discipline record for each of the different offenses committed within the single incident,
    repeating the same Academic Year ID, School of Attendance, SSID, and Disciplinary Incident ID
    Local, in each record.
   To identify the most severe Student Offense within the incident, the LEA will indicate, on all of the
    student discipline records within the single incident, which offense the LEA has designated as the
    highest degree of severity compared to any of the other Offenses committed in the same incident.
This format uses the Replacement processing method. The operational keys are School of
Attendance and Academic Year ID. The record type code 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

3.4.2 Selection Criteria
Include Student Discipline records for all students enrolled at any time during the Reporting Year (i.e.,
Academic Year for which data is being reported), in all of the following categories:

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   All non Special Education K-12 students who were suspended (in school or out of school for at
    least one entire school day) or expelled, due to the commission of a student offense (per
    Education Code Sections 48900 & 48915) at any time during the Report Period
   All Special Education students who committed a student offense regardless of the action taken
   All students who committed a firearm offense (Student offense codes 100, 101, and 105*)
    regardless of the action taken
   *This change was in effect shortly after version 3.1 of the CALPADS File Specifications
    document was issued and before 7/1/2012.

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 Primary Key
The following fields identify the primary key (fields that make a record unique) of the Student
Discipline record:
   School of Attendance
   Academic Year ID
   SSID
   Disciplinary Incident ID Local
   Student Offense Code

3.4.5 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.

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




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

                                                                                                                                                 Operati Update
Field           Field Max                                                                                                                         onal    able
  # 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 Set                    Must equal SDIS                    Y
     Code                              of data record being           Record Type
                                       submitted.                     CALPADS

4.02 Transaction        CS      1      A category describing the       See Code Set                   If Transaction Type code is        N
     Type Code                         action the system should take   Transaction                    null
                                       on the data record being        Type                           Then system will delete all
                                       submitted.                      CALPADS                        records in the ODS that
                                                                                                      have the same operational
                                                                                                      key as the submitted record,
                                                                                                      and replace them with all the
                                                                                                      submitted record(s) in the
                                                                                                      transaction
                                                                                                      Else
                                                                                                      If Transaction Type code = D
                                                                                                      Then system will delete all
                                                                                                      records in the ODS that
                                                                                                      have the same operational
                                                                                                      key as the submitted record




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                                                                                                                                                  Operati Update
Field           Field Max                                                                                                                          onal    able
  # 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 institution              Y
                                       educational service institution              District (CD) code identifier of submitter User
                                       responsible for obtaining and                must be submitted 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.




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                                                                                                                                                   Operati Update
Field           Field Max                                                                                                                           onal    able
  # 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 in CDS      Y         X
     Attendance                        school that delivers a majority                 (S) code must be and have an active
                                       of educational instruction and                  submitted.          CALPADS reporting
                                       services and is where the                                           relationship with the
                                                                                       If the entity is an
                                       student attends.                                                    Reporting LEA
                                                                                       independently
                                                                                       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 CALPADS          Y
                                       student assigned to or by the                                      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.


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                                                                                                                                                      Operati Update
Field           Field Max                                                                                                                              onal    able
  # 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                   SSID Enrollment
                                       as the identifier assigned to                 file;
                                       the 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 Alphabetic      Y
     First Name                        of the student. The Student                   field must be           letters, numbers, periods,
                                       Legal First Name is the first                 made through the        hyphens and apostrophes
                                       name of the person which is                   Student
                                       given to a person after birth                 Information file;
                                       (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).




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                                                                                                                                                        Operati Update
Field           Field Max                                                                                                                                onal    able
  # 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 Alphabetic      Y
     Last Name                          of the student. The Student                    field must be           letters, numbers, periods,
                                        Legal Last Name is the name                    made through the        hyphens and apostrophes
                                        borne in common by members                     Student
                                        of a person’s family, or the last              Information file;
                                        name recognized as the formal
                                                                                       2) Field is included
                                        and consistent last name
                                                                                       to assist with the
                                        given to a person after birth
                                                                                       identification of the
                                        (e.g., birth, baptism, or other
                                                                                       student
                                        naming 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:         1) Student Gender Code and            Y
     Date                               which a person was born                        CCYYMMDD, e.g. Student Date of Birth Year
                                        based on the Gregorian                         20081025;          must equal existing ODS
                                        Calendar.                                                         Student Gender Code and
                                                                                       2) Updates to this
                                                                                                          Student Date of Birth Year
                                                                                       field must be
                                                                                       made through the
                                                                                       Student
                                                                                       Information file;
                                                                                       3) Field is included
                                                                                       for validation and
                                                                                       to assist with the
                                                                                       identification of the
                                                                                       student




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                                                                                                                                                         Operati Update
Field           Field Max                                                                                                                                 onal    able
  # Public Name Type Len Definition                                        Code Set      Comments                Validation                   Required    Key    Fields

4.12 Student             CS      1      A coded value representing        See Code Set   1) Updates to this      Student Gender Code and          Y
     Gender Code                        the person's gender. Gender is Gender            field must be           Student Date of Birth Year
                                        a person's actual sex or                         made through the        must equal existing ODS
                                        perceived sex and includes a                     Student                 Student Gender Code and
                                        person's perceived identity,                     Information file;       Student Date of Birth Year
                                        appearance or behavior,
                                                                                         2) Field is included
                                        whether or not that identity,
                                                                                         for validation and
                                        appearance, or behavior is
                                                                                         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                        Identifier must be                                       Y
     Incident ID                        Disciplinary Incident. A                         unique for the
     Local                              Disciplinary Incident is defined                 incident, within the
                                        as one or more Student                           School of
                                        Offenses that occur on the                       Attendance and
                                        same date at the same time.                      Academic Year.




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                                                                                                                                                  Operati Update
Field           Field Max                                                                                                                          onal    able
  # 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 should be                  Y
     Incident                           Disciplinary Incident occurred.              CCYYMMDD, e.g. enrolled in your school
     Occurrence                                                                      20081025       during the Disciplinary
     Date                                                                                           Incident Occurrence Date
                                                                                                    specified;
                                                                                                      2) Disciplinary Incident
                                                                                                      Occurrence Date must be
                                                                                                      within Academic Year
                                                                                                      specified;
                                                                                                      3) Disciplinary Incident
                                                                                                      Occurrence 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 on all
                                                                                                      records for that incident




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                                                                                                                                                   Operati Update
Field           Field Max                                                                                                                           onal    able
  # Public Name Type Len Definition                                     Code Set      Comments            Validation                    Required    Key    Fields

4.15 Student            CS      3      A coded value representing       See Code Set If a student         Student Offense Code must        Y;
     Offense Code                      the Student Offense. A           Student      committed multiple   be a valid combination with
                                       Student Offense is a category    Offense      offenses within an   Weapon Category as
                                       describing an allegation or                   incident, send a     outlined in the CALPADS
                                       reason for which a student                    separate record      Valid Code Combinations
                                       was suspended or expelled                     for each offense.    Document
                                       from school. In rare cases, a
                                       Student Offense may not
                                       result in a suspension or
                                       expulsion.



4.16 Incident Most      CS      3      A coded value representing       See Code Set Report the most      An incident with multiple        Y
     Severe                            the Student Offense that has     Student      severe Offense for   offenses must have the
     Offense Code                      been designated by the local     Offense      the Incident as a    same Incident Most Severe
                                       educational agency as having                  whole and NOT        Offense Code on all records
                                       the highest degree of severity                for each student     for that incident
                                       as compared to any other                      involved in the
                                       Offenses that occurred in the                 incident.
                                       same incident. A Student
                                                                                      See the
                                       Offense is a category
                                                                                      CALPADS Data
                                       describing an allegation or
                                                                                      Guide for
                                       reason for which a student
                                                                                      information on
                                       was suspended or expelled
                                                                                      determining which
                                       from school.
                                                                                      Offense is the
                                                                                      most severe.




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                                                                                                                                                              Operati Update
Field           Field Max                                                                                                                                      onal    able
  # Public Name Type Len Definition                                       Code Set       Comments              Validation                     Required         Key    Fields

4.17 Weapon             CS      2      A coded value representing         See Code Set   This is the weapon    Student Offense Code must       If Student
     Category                          the Weapon Category. A             Weapon         (if any) used by      be a valid combination with      Offense
     Code                              Weapon Category is category Category              the specific          Weapon Category as                Code =
                                       describing which type of                          student and for the   outlined in the CALPADS        '100', '101',
                                       firearm or other weapon was                       specific offense      Valid Code Combinations        '103', '104',
                                       used in an incident occurring                     being reported.       Document                          or '105'
                                       within the jurisdiction of a local                                                                       Then Y;
                                       educational agency.                                                                                       Else N

4.18 Incident           CS      3      A coded value representing         See Code Set                         1) If Expulsion Modification        Y
     Disciplinary                      the final Disciplinary Action      Disciplinary                         Category Code is populated
     Action Taken                      Category taken against the         Action
                                                                                                               Then Incident Disciplinary
     Code                              student for a specific incident.   Category
                                                                                                               Action Taken Code must
                                       This action may be the result
                                                                                                               equal 200 (Expulsion)
                                       of multiple offenses within an
                                       incident and may not                                                    2) All records with the same
                                       necessarily be the same action                                          Academic Year, School of
                                       that was recommended for the                                            Attendance, and Disciplinary
                                       student. A Disciplinary Action                                          Incident ID Local, and SSID
                                       Category is a category                                                  must have the same Incident
                                       describing an action taken                                              Disciplinary Action Taken
                                       when a student is subject to or                                         Code
                                       recommended for disciplinary
                                       action. Example: If a student
                                       is initially suspended, then
                                       later expelled for an incident,
                                       this record would capture the
                                       expulsion only.




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                                                                                                                                                    Operati Update
Field           Field Max                                                                                                                            onal    able
  # Public Name Type Len Definition                                        Code Set       Comments   Validation                       Required       Key    Fields

4.19 Disciplinary        CS      2      A coded value representing         See Code Set              All records with the same       If, on
     Action                             the Disciplinary Action            Disciplinary              Academic Year, School of        Disciplinary
     Authority                          Authority. A Disciplinary Action   Action                    Attendance, and Disciplinary    Incident
     Code                               Authority is an agency which       Authority                 Incident ID Local, and SSID     Occurrence
                                        authorizes any disciplinary                                  must have the same              Date,
                                        action against a student.                                    Disciplinary Action Authority   Education
                                                                                                     Code                            Program
                                                                                                                                     Code = 144
                                                                                                                                     (Special
                                                                                                                                     Education)
                                                                                                                                     and
                                                                                                                                     Incident
                                                                                                                                     Disciplinary
                                                                                                                                     Action
                                                                                                                                     Taken
                                                                                                                                     Code is not
                                                                                                                                     equal to
                                                                                                                                     300 (No
                                                                                                                                     Suspensio
                                                                                                                                     n or
                                                                                                                                     Expulsion)
                                                                                                                                     Then Y;
                                                                                                                                     Else N




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                                                                                                                                            Operati Update
Field           Field Max                                                                                                                    onal    able
  # Public Name Type Len Definition                                       Code Set   Comments   Validation                    Required       Key    Fields

4.20 Incident           NU      6      The length of time, in school                            All records with the same        If on
     Disciplinary                      days, that a Disciplinary Action                         Academic Year, School of     Disciplinary
     Action                            for a student for a specific                             Attendance, and Disciplinary   Incident
     Duration Days                     incident lasted.                                         Incident ID Local, and SSID Occurrence
                                                                                                must have the same Incident     Date,
                                                                                                Disciplinary Action Duration  Education
                                                                                                Days                          Program
                                                                                                                             Code = 144
                                                                                                Incident Disciplinary Action
                                                                                                                               (Special
                                                                                                Duration Days format must
                                                                                                                             Education)
                                                                                                equal one of the following:
                                                                                                                                  and
                                                                                                #
                                                                                                                               Incident
                                                                                                #.#
                                                                                                                             Disciplinary
                                                                                                #.##
                                                                                                                                Action
                                                                                                ##
                                                                                                                                Taken
                                                                                                ##.#
                                                                                                                              Code <>
                                                                                                ##.##
                                                                                                                               300 (No
                                                                                                ###
                                                                                                                             Suspensio
                                                                                                ###.#
                                                                                                                                 n or
                                                                                                ###.##
                                                                                                                             Expulsion)
                                                                                                                               Then Y;
                                                                                                                                Else N




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                                                                                                                                                  Operati Update
Field           Field Max                                                                                                                          onal    able
  # Public Name Type Len Definition                                       Code Set       Comments   Validation                      Required       Key    Fields

4.21 Student             CS      1      An indicator of whether or not                              All records with the same      If on
     Instructional                      a student is receiving                                      Academic Year, School of       Disciplinary
     Support                            instructional support from the                              Attendance, and Disciplinary   Incident
     Indicator                          local educational agency                                    Incident ID Local, and SSID    Occurrence
                                        during a disciplinary action. A                             must have the same Student     Date,
                                        Y would indicate that the                                   Instructional Support          Education
                                        student is receiving                                        Indicator                      Program
                                        instructional support; an N                                                                Code = 144
                                        would indicate that the student                                                            (Special
                                        is not receiving any                                                                       Education)
                                        instructional support (a total                                                             AND
                                        cessation of educational
                                                                                                                                   Incident
                                        services).
                                                                                                                                   Disciplinary
                                                                                                                                   Action
                                                                                                                                   Taken
                                                                                                                                   Code <>
                                                                                                                                   300

                                                                                                                                    Then Y;
                                                                                                                                    Else N
                                                                                                                                       If
4.22 Expulsion           CS      3      A coded value representing        See Code Set              All records with the same
                                                                                                                                 Disciplinary
     Modification                       the Expulsion Modification        Expulsion                 Academic Year, School of
                                                                                                                                   Action =
     Category                           Category. An Expulsion            Modification              Attendance, and Disciplinary
                                                                                                                                     200
     Code                               Modification Category is a        Category                  Incident ID Local, and SSID
                                                                                                                                 (Expulsion)
                                        category describing a                                       must have the same
                                        modification made to an                                     Expulsion Modification
                                                                                                                                  Then Y ;
                                        expulsion order, such as                                    Category Code
                                                                                                                                    Else N
                                        shortening the term of the
                                        expulsion.




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                                                            3. CALPADS File Formats – Student Waivers



3.5      Student Health File Format (removed)
3.5.1 Submission Details
This file format has been removed from the CALPADS file format inventory. At the time of the CFS
v3.0 release, the CDE decided to postpone this file submission requirement. This section will remain
in the CFS should the CDE reverse the decision to collect this information in the future.




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                                                               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 processing method by Academic Year, Reporting LEA, SSID, and
Education Regulatory Exemption Code. The record type code 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:
   Academic Year ID
   Reporting LEA
   SSID
   Education Regulatory Exemption Code

3.6.4 Primary Key
The following fields identify the primary key (fields that make a record unique) of the Student Waivers
record:
   Reporting LEA
   Academic Year ID
   SSID
   Education Regulatory Exemption Code

3.6.5 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 the student.

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




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    3.6.7 Record Layout
                                                              Table 3-7: Student Waivers Record Layout

                                                                                                                                               Operati Update
Field                  Field Max                                                                                                                onal    able
  # 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 Type code is       N
     Type Code                         action the system should take    Transaction                  null
                                       on the data record being         Type                         Then system will delete all
                                       submitted.                       CALPADS                      records in the ODS that have
                                                                                                     the same operational key as
                                                                                                     the submitted record, and
                                                                                                     replace them with all the
                                                                                                     submitted record(s) in the
                                                                                                     transaction
                                                                                                     Else
                                                                                                     If Transaction Type code = D
                                                                                                     Then system will delete all
                                                                                                     records in the ODS that have
                                                                                                     the same operational key as
                                                                                                     the submitted record

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.


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                                                                                                                                                    Operati Update
Field                  Field Max                                                                                                                     onal    able
  # Public Name        Type Len Definition                               Code Set   Comments              Validation                     Required    Key    Fields

6.04 Reporting LEA      CS      7      A unique identifier for the                  The 7-digit County Must equal institution               Y         X
                                       educational service institution              District (CD) code identifier of submitter User ID
                                       responsible for obtaining and                must be submitted
                                       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.

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




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                                                                                                                                                        Operati Update
Field                  Field Max                                                                                                                         onal    able
  # Public Name        Type Len Definition                                  Code Set   Comments                Validation                    Required    Key    Fields

6.06 Academic           CS      9      A unique identifier assigned to                 1) Format: CCYY-        Student must be enrolled in      Y         X
     Year ID                           a specific Academic Year. An                    CCYY (ex. 2008-         your school during the
                                       Academic Year is the period                     2009)                   Academic Year ID specified.
                                       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).

6.07 SSID               CS      10     The unique identifier for the                                           Must be a valid CALPADS          Y         X
                                       student assigned to or by the                                           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.

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 made
                                       educational agency. This may                    through the SSID
                                       not necessarily be the same as                  Enrollment file;
                                       the identifier assigned to the
                                                                                       2) Field is included
                                       student at the school level.
                                                                                       to assist with the
                                                                                       identification of the
                                                                                       student




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                                                                                                                                                      Operati Update
Field                  Field Max                                                                                                                       onal    able
  # Public Name        Type Len Definition                                 Code Set   Comments                Validation                   Required    Key    Fields

6.09 Student Legal      CS      30     The Student Legal First Name                   1) Updates to this May only include Alphabetic          Y
     First Name                        of the student. The Student                    field must be made letters, numbers, periods,
                                       Legal First Name is the first                  through the        hyphens and apostrophes
                                       name of the person which is                    Student
                                       given to a person after birth                  Information file;
                                       (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).

6.10 Student Legal      CS      50     The Student Legal Last Name                    1) Updates to this May only include Alphabetic          Y
     Last Name                         of the student. The Student                    field must be made letters, numbers, periods,
                                       Legal Last Name is the name                    through the        hyphens and apostrophes
                                       borne in common by members                     Student
                                       of a person’s family, or the last              Information file;
                                       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).




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                                                                                                                                                     Operati Update
Field                  Field Max                                                                                                                      onal    able
  # Public Name        Type Len Definition                           Code Set        Comments                Validation                   Required    Key    Fields

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

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




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                                                                                                                                             Operati Update
Field                  Field Max                                                                                                              onal    able
  # 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              1) If Education Regulatory       Y         X
     Regulatory                        Education Regulatory               Education                 Exemption = 1, 2, or 3 then
     Exemption                         Exemption. An Education            Regulatory                SSID must have a Student
     Code                              Regulatory Exemption is a          Exemption                 Program record where
                                       request made by a                                            Education Program Code =
                                       parent/guardian, local                                       144 or 101
                                       educational agency, or special
                                                                                                    2) Student may not have
                                       education local plan area to the
                                                                                                    three granted Education
                                       State Board of Education,
                                                                                                    Regulatory Exemptions
                                       State Superintendent of Public
                                       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.




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                                                                                                                                                 Operati Update
Field                  Field Max                                                                                                                  onal    able
  # Public Name        Type Len Definition                               Code Set       Comments         Validation                   Required    Key    Fields

6.14 Education          CS      1      A coded value representing the    See Code Set                                                    Y
     Regulatory                        Education Regulatory              Education
     Exemption                         Exemption Outcome.                Regulatory
     Outcome                           Education Regulatory              Exemption
     Code                              Exemption Outcome is defined      Outcome
                                       as the outcome of a request for
                                       an Education Regulatory
                                       Exemption.

6.15 Education          DT      8      The date that a particular                       Format:        Education Regulatory              Y
     Regulatory                        Education Regulatory                             CCYYMMDD, e.g. Exemption Outcome Start
     Exemption                         Exemption Outcome was                            20081025       Date must be within the
     Outcome Start                     effective                                                       Academic Year ID specified
     Date                                                                                              plus 46 days




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                                                            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. The LEA staff data must
include employees actively employed at any time during the current academic year to meet the
CALPADS data collection requirements. The staff data submission includes updating the staff record
information of actively employed staff as well as departing staff.
This format uses the Effective Date processing method. The record type code 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 reporting period, 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 Primary Key
The following fields identify the operational key of the Staff Demographics record:
   Effective Start Date
   Reporting LEA
   SEID

3.7.5 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.

3.7.6 References
The following references are available for use in the creation of this record:
   None
CALPADS File Specifications V4.0
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                                                                                                              3. CALPADS File Formats – Staff Demographics


     3.7.7 Record Layout
                                                              Table 3-8: Staff Demographics Record Layout

                                                                                                                                                 Operati Update
Field           Field Max                                                                                                                         onal    able
  # 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           Record Type
                                        submitted.                     CALPADS

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

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


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                                                                                                                                                    Operati Update
Field           Field Max                                                                                                                            onal    able
  # Public Name Type Len Definition                                      Code Set   Comments            Validation                       Required    Key    Fields

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

7.06 Reporting LEA      CS      7      A unique identifier for the                  The 7-digit County Must equal institution               Y         X
                                       educational service institution              District (CD) code identifier of submitter User
                                       responsible for obtaining and                must be submitted 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
                                       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).




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                                                                                                                                          Operati Update
Field           Field Max                                                                                                                  onal    able
  # 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 SEID in the       Y         X
                                        each Educator in the California                         CCTC file
                                        public education system by the
                                        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                           1) May only include               Y                  X
     First Name                         a Staff member. The Staff                               Alphabetic letters, numbers,
                                        Legal First Name is the first                           periods, hyphens and
                                        name of the person which is                             apostrophes
                                        given to a person after birth
                                                                                                2) (Staff Gender Code and
                                        (e.g., birth, baptism, or other
                                                                                                Staff Date of Birth Year)
                                        naming ceremony certificate;
                                                                                                should equal existing (ODS
                                        or birth verification document)
                                                                                                Staff Gender Code and Staff
                                        or through legal action (e.g.,
                                                                                                Date of Birth Year)
                                        marriage, divorce, adoption, or
                                        name change).                                           Or
                                                                                                (Staff Legal First Name and
                                                                                                Staff Legal Last Name)
                                                                                                should equal existing (ODS
                                                                                                Staff Legal First Name and
                                                                                                Staff Legal Last Name)



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                                                                                                                                             Operati Update
Field           Field Max                                                                                                                     onal    able
  # 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 Alphabetic       N                  X
     Middle Name                        of a Staff member. The Staff                               letters, numbers, periods,
                                        Legal Middle Name is the                                   hyphens and apostrophes
                                        second name of a person
                                        which is 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).

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




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                                                                                                                                              Operati Update
Field           Field Max                                                                                                                      onal    able
  # 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 include                  N                 X
     First Name                         Staff Legal First Name.                                  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 Alphabetic          N                 X
     Middle Name                        Staff Legal Middle Name.                                 letters, numbers, periods,
                                                                                                 hyphens and apostrophes

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




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                                                                                                                                              Operati Update
Field           Field Max                                                                                                                      onal    able
  # 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 must be greater      Y                  X
     Date                               which a person was born                          CCYYMMDD   than or equal to 18 and less
                                        based on the Gregorian                                      than 95
                                        Calendar.
                                                                                                    2) (Staff Gender Code and
                                                                                                    Staff Date of Birth Year)
                                                                                                    should equal existing (ODS
                                                                                                    Staff Gender Code and Staff
                                                                                                    Date of Birth Year)
                                                                                                    Or
                                                                                                    (Staff Legal First Name and
                                                                                                    Staff Legal Last Name)
                                                                                                    should equal existing (ODS
                                                                                                    Staff Legal First Name and
                                                                                                    Staff Legal Last Name)

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




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                                                                                                                                               Operati Update
Field           Field Max                                                                                                                       onal    able
  # 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 Missing      If Staff                X
     Ethnicity                          a Staff member identifies him                            Indicator is equal to Y        Ethnicity
     Indicator                          or herself as having an                                  Then Staff Hispanic Ethnicity   Missing
                                        ethnicity (how a person                                  Indicator must be blank       Indicator is
                                        identifies him/herself in the                                                             null or
                                        context of: heritage, culture                                                          equal to N
                                        (i.e., religion, language,                                                               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 Ethnicity      If Staff               X
     Missing                            the staff's Ethnicity has                                Indicator is populated          Hispanic
     Indicator                          intentionally been left blank. A                         Then Staff Ethnicity Missing    Ethnicity
                                        "Y" would indicate that the                              Indicator must be equal to N   Indicator is
                                        staff's ethnicity has                                    or blank                           null
                                        intentionally been left blank,                                                            Then Y;
                                        an "N" would indicate that it                                                             Else N
                                        has not.




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                                                                                                                                            Operati Update
Field           Field Max                                                                                                                    onal    able
  # 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 Missing          If Staff               X
     Code                              person's race category.        Race                      Indicator is equal to Y         Race
                                                                      Category                  Then all of the Staff Race     Missing
                                                                                                Codes must be blank          Indicator is
                                                                                                                                 null
                                                                                                                               Then Y;
                                                                                                                               Else N

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

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




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                                                                                                                                                  Operati Update
Field           Field Max                                                                                                                          onal    able
  # Public Name Type Len Definition                                       Code Set      Comments   Validation                     Required         Key    Fields

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

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.




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                                                                                                                                                    Operati Update
Field           Field Max                                                                                                                            onal    able
  # Public Name Type Len Definition                                     Code Set       Comments           Validation                     Required    Key    Fields

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 greater than      Y                  X
     Employment                        member was employed with                        CCYYMMDD, e.g. Staff Birth Date plus 18
     Start Date                        an Educational Service                          20081025
                                                                                                             2) Must be less than or
                                       Institution.
                                                                                       CALPADS collects equal to current date plus six
                                                                                       staff data for "staff months
                                                                                       members" (See
                                                                                       Glossary in
                                                                                       Section 6) who
                                                                                       work in certificated
                                                                                       positions. For the
                                                                                       purposes of
                                                                                       CALPADS, the
                                                                                       Staff Employment
                                                                                       Start Date is the
                                                                                       "first date" that
                                                                                       staff member was
                                                                                       employed in an
                                                                                       LEA, even if that
                                                                                       employment
                                                                                       began in a
                                                                                       classified position
                                                                                       (a position that
                                                                                       does not require a
                                                                                       credential).




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                                                                                                                                                    Operati Update
Field           Field Max                                                                                                                            onal    able
  # 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 than or                   N                  X
     Employment                         member was employed with                   CCYYMMDD, e.g. equal to Staff Employment
     End Date                           an Educational Service                     20081025       End Date
                                        Institution.

7.30 Staff Service       NU      2      A count of the years a "staff              For the purposes       1) Must be less than or           Y                  X
     Years LEA                          member" (see Glossary in                   of CALPADS, the        equal to Staff Service Years
                                        Section 6) has been                        Staff Service          Total
                                        providing educational service              Years LEA is a
                                                                                                          2) Must be less than or
                                        for any schools within a                   count of the total
                                                                                                          equal to Staff age minus 17
                                        particular local                           years of service in
                                        educational agency.                        the LEA in a           3) Must be equal to or
                                                                                   certificated           greater than 1
                                                                                   position. If this is
                                                                                   the first year of
                                                                                   service, enter “1”.
                                                                                   Count one year of
                                                                                   service as working
                                                                                   any part of the
                                                                                   year in a
                                                                                   certificated
                                                                                   position. Include
                                                                                   the years of
                                                                                   substitute teaching
                                                                                   if the position was
                                                                                   a long-term
                                                                                   substitute.




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                                                                                                                                                     Operati Update
Field           Field Max                                                                                                                             onal    able
  # Public Name Type Len Definition                                     Code Set   Comments               Validation                      Required    Key    Fields

7.31 Staff Service       NU      2      A count of the cumulative                  For the purposes       Must be less than or equal to      Y                 X
     Years Total                        number of years a "staff                   of CALPADS, the        Staff age minus 17
                                        member" (See Glossary in                   Staff Service
                                                                                                          3) Must be equal to or
                                        Section 6) has been providing              Years Total is a
                                                                                                          greater than 1
                                        educational services in any                count of the total
                                        Educational Institution.                   years of service in
                                                                                   the any LEA in a
                                                                                   certificated
                                                                                   position. If this is
                                                                                   the first year of
                                                                                   service, enter “1”.
                                                                                   Count one year of
                                                                                   service as working
                                                                                   any part of the
                                                                                   year in a
                                                                                   certificated
                                                                                   position. Include
                                                                                   the years of
                                                                                   substitute teaching
                                                                                   if the position was
                                                                                   a long-term
                                                                                   substitute.




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                                                               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 code 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 Primary Key
The following fields identify the primary key (fields that make a record unique) of the Staff Assignment
record:
   School of Assignment
   Academic Year ID
   SEID
   Staff Job Classification Code

3.8.5 Relationship to Other Record Types
This record may be submitted independently of other record types. However, a Staff Demographics
record for the Reporting LEA must exist for the staff member on the Staff Assignment record.
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                                                               3. CALPADS File Formats – Staff Assignment


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




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    3.8.7 Record Layout
                                                              Table 3-9: Staff Assignment Record Layout

                                                                                                                                                Operati Update
Field                  Field Max                                                                                                                 onal    able
  # Public Name        Type Len Definition                              Code Set       Comments       Validation                     Required    Key    Fields

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

8.02 Transaction        CS      1      A category describing the        See Code Set                  If Transaction Type code is       N
     Type Code                         action the system should take    Transaction                   null
                                       on the data record being         Type                          Then system will delete all
                                       submitted.                       CALPADS                       records in the ODS that have
                                                                                                      the same operational key as
                                                                                                      the submitted record, and
                                                                                                      replace them with all the
                                                                                                      submitted record(s) in the
                                                                                                      transaction
                                                                                                      Else
                                                                                                      If Transaction Type code = D
                                                                                                      Then system will delete all
                                                                                                      records in the ODS that have
                                                                                                      the same operational key as
                                                                                                      the submitted record

8.03 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.


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                                                                                                                 3. CALPADS File Formats – Staff Assignment



                                                                                                                                                    Operati Update
Field                  Field Max                                                                                                                     onal    able
  # 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 institution               Y
                                       educational service institution              District (CD) code identifier of submitter User ID
                                       responsible for obtaining and                must be submitted
                                       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
                                       Pupil Achievement Data
                                                                                    independently
                                       System (CALPADS).
                                                                                    reporting charter
                                                                                    school, the School
                                                                                    (S) code must be
                                                                                    submitted for both
                                                                                    the Reporting LEA
                                                                                    and the School of
                                                                                    Assignment.




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                                                                                                                3. CALPADS File Formats – Staff Assignment



                                                                                                                                                    Operati Update
Field                  Field Max                                                                                                                     onal    able
  # 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      1) Must be a valid code in          Y         X
     Assignment                        school where an Educator is                  School (S) code     CDS and have an active
                                       assigned.                                    must be submitted. CALPADS reporting
                                                                                                        relationship with the
                                                                                    If the entity is an
                                                                                                        Reporting LEA
                                                                                    independently
                                                                                    reporting charter   2) If Staff Job Classification
                                                                                    school, the School Code = 26 Then School of
                                                                                    (S) code must be Assignment must be a
                                                                                    submitted for both charter school (CDS)
                                                                                    the School of
                                                                                                        3) School of Assignment
                                                                                    Assignment and
                                                                                                        must not be an NPS school
                                                                                    the Reporting LEA.
                                                                                                        4) Only one Staff Assignment
                                                                                    2) If the staff is  (SASS) record may exist in
                                                                                    assigned at the     the file with the same
                                                                                    District level (the Academic Year ID, SEID,
                                                                                    reporting LEA), the School of Assignment, and
                                                                                    reporting LEA       Job Classification Code
                                                                                    code must be
                                                                                    submitted for both
                                                                                    the School of
                                                                                    Assignment and
                                                                                    the Reporting LEA.

8.06 Academic           CS      9      A unique identifier assigned to              1) Format: CCYY-    Only one Staff Assignment           Y         X
     Year ID                           a specific Academic Year. An                 CCYY (ex. 2008-     (SASS) record may exist in
                                       Academic Year is the period                  2009)               the file with the same
                                       during which school is in                                        Academic Year ID, SEID,
                                                                                    2) Indicates the
                                       regular session and provides a                                   School of Assignment, and
                                                                                    school year
                                       required number of days of                                       Job Classification Code
                                                                                    associated with
                                       instruction (175 days in
                                                                                    the file.
                                       California).



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                                                                                                                                           Operati Update
Field                   Field Max                                                                                                           onal    able
  # Public Name         Type Len Definition                                Code Set   Comments   Validation                     Required    Key    Fields

8.07 SEID                CS      10     A unique identifier assigned to                          Must be a valid SEID in the       Y
                                        each Educator in the California                          CCTC file
                                        public education system by the
                                                                                                 AND
                                        California Commission on
                                        Teacher Credentialing. This                              SEID must have an SDEM
                                        identifier is known as the                               record in the ODS for the
                                        Statewide Educator Identifier                            Reporting LEA
                                        (SEID).
                                                                                                 2) Only one Staff Assignment
                                                                                                 (SASS) record may exist in
                                                                                                 the file with the same
                                                                                                 Academic Year ID, SEID,
                                                                                                 School of Assignment, and
                                                                                                 Job Classification Code

8.08 Local Staff ID      CS      10     A unique identifier assigned to                                                            Y
                                        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 of a                          May only include Alphabetic       Y
     First Name                         Staff member. The Staff Legal                            letters, numbers, periods,
                                        First Name is the first name of                          hyphens and apostrophes
                                        the person which is 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).



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                                                                                                                                          Operati Update
Field                   Field Max                                                                                                          onal    able
  # Public Name         Type Len Definition                               Code Set    Comments   Validation                    Required    Key    Fields

8.10 Staff Legal         CS      50     The Staff Legal Last Name of a                           May only include Alphabetic      Y
     Last Name                          Staff member. The Staff Legal                            letters, numbers, periods,
                                        Last Name is the name borne                              hyphens and apostrophes
                                        in common by members of a
                                        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 on                              1) Staff age should be           Y
     Date                               which a person was born                                  greater than or equal to 18
                                        based on the Gregorian                                   and less than 80
                                        Calendar.


8.12 Staff Gender        CS      1      A coded value representing the See Code Set                                               Y
     Code                               person's gender. Gender is a      Gender
                                        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.




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                                                                                                                                                                Operati Update
Field                   Field Max                                                                                                                                onal    able
  # Public Name         Type Len Definition                                Code Set         Comments                Validation                       Required    Key    Fields

8.13 Staff Job           CS      2      A coded value representing the     See Code Set     Classified codes        1) Staff Job Classification         Y
     Classification                     Educational Service Job            Educational      will not be             Code and Non Classroom
     Code                               Classification. An Educational     Service Job      collected in            Based Job Assignment Code
                                        Service Job Classification is      Classification   CALPADS                 must be a valid combination
                                        the classification of a specific                    This only applies       as defined in the CALPADS
                                        occupation of an individual,                        to certificated staff   Valid Code Combinations
                                        such as teacher, administrator,                     and non-                document.
                                        and pupil services.                                 certificated staff
                                                                                                                    2) Only one Staff
                                                                                            with SEIDs.
                                                                                                                    Assignment (SASS) record
                                                                                                                    may exist in the file with the
                                                                                                                    same Academic Year ID,
                                                                                                                    SEID, School of Assignment,
                                                                                                                    and Job Classification Code

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

                                                                                            2) Submit FTE by
                                                                                            tenths of a
                                                                                            percentage




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                                                                                                                                                        Operati Update
Field                  Field Max                                                                                                                         onal    able
  # Public Name        Type Len Definition                              Code Set       Comments              Validation                      Required    Key    Fields

8.15 Non                CS      4      A coded value representing the   See Code Set   1) Required for all1) If Staff Job Classification If Staff Job
     Classroom                         Support/Non-Classroom Based      Non            non-teach Job      Code = 10, 11, or 25           Classificati
     Based Job                         Job Assignment. Support/Non-     Classroom      Classification     Then one or more of the Non on Code =
     Assignment                        Classroom Based Job              Based or                          Classroom Based Job             10, 11, or
                                                                                       2) Note: Job Class
     Code 1                            Assignment is defined as Job     Support                           Assignment Codes must be       25 Then Y;
                                                                                       12, 26, and 27
                                       assignments that have been       Assignment                        populated                         Else N
                                                                                       (Teachers) may
                                       designated as support service
                                                                                       also have          2) Staff Job Classification
                                       assignments or that are not
                                                                                       approved Non-      Code and Non Classroom
                                       based in the classroom.
                                                                                       Classroom Based Based Job Assignment Code
                                                                                       Job Assignments. must be a valid combination
                                                                                                          as defined in the CALPADS
                                                                                                          Valid Code Combinations
                                                                                                          document
                                                                                                             3) If any Nonclassroom
                                                                                                             Based or Support
                                                                                                             Assignment is "Employee on
                                                                                                             Leave" (6014), then all other
                                                                                                             Nonclassroom Based or
                                                                                                             Support Assignment fields
                                                                                                             must be blank.




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                                                                                                                                           Operati Update
Field                  Field Max                                                                                                            onal    able
  # Public Name        Type Len Definition                              Code Set       Comments   Validation                    Required    Key    Fields

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




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                                                                                                                                           Operati Update
Field                  Field Max                                                                                                            onal    able
  # Public Name        Type Len Definition                              Code Set       Comments   Validation                    Required    Key    Fields

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




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                                                                                                                                           Operati Update
Field                  Field Max                                                                                                            onal    able
  # Public Name        Type Len Definition                              Code Set       Comments   Validation                    Required    Key    Fields

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




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                                                                                                                                           Operati Update
Field                  Field Max                                                                                                            onal    able
  # Public Name        Type Len Definition                              Code Set       Comments   Validation                    Required    Key    Fields

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




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                                                                                                                                           Operati Update
Field                  Field Max                                                                                                            onal    able
  # Public Name        Type Len Definition                              Code Set       Comments   Validation                    Required    Key    Fields

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




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                                                                                                                                           Operati Update
Field                  Field Max                                                                                                            onal    able
  # Public Name        Type Len Definition                              Code Set       Comments   Validation                    Required    Key    Fields

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




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                                                               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 code CRSE (Course Section
Enrollment) must be included in the Record Type field of each record. During the end of year
submission, the record type code 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
field names prefixed with "CRS" are the Course data fields associated with the Course Section. The
information provided in these fields should be repeated when multiple Course Section records are
submitted associated with the same CRS-Local Course ID . CALPADS assumes the “CRS” field
values will be repeated for all Course Section records with the same CRS-Local Course 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.
NOTE: If “CRS” fields are not repeated for the CRS-Local Course ID the same for the Course Section
” We should indicate that unpredictable results in reporting will occur if the CRS values are different
for the same course section records.
Within CALPADS, a Course Section record is uniquely identified by the following Course Section data
elements:
   Academic Year ID
   School of Course Delivery
   Academic Term Code
   CRS-Local Course ID
   Course Section ID
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.

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                                                                 3. CALPADS File Formats – Course Section


        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 (See Glossary in Section 6:
         Course Completion) at some time during the regular academic year.
        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 Primary Key
The following fields identify the primary key (fields that uniquely identify a record) of the Course
Section record:
   School of Course Delivery
   Academic Year ID
   Academic Term Code
   CRS-Local Course ID
   Course Section ID
   SEID

3.9.5 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.

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




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    3.9.7 Record Layout
                                                              Table 3-10: Course Section Record Layout

                                                                                                                                                     Operati Update
Field                  Field Max                                                                                                                      onal    able
  # Public Name        Type Len Definition                             Code Set       Comments             Validation                     Required    Key    Fields

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

9.02 Transaction        CS      1      A category describing the       See Code Set                        If Transaction Type code is       N
     Type Code                         action the system should take   Transaction                         null
                                       on the data record being        Type                                Then system will delete all
                                       submitted.                      CALPADS                             records in the ODS that have
                                                                                                           the same operational key as
                                                                                                           the submitted record, and
                                                                                                           replace them with all the
                                                                                                           submitted record(s) in the
                                                                                                           transaction
                                                                                                           Else
                                                                                                           If Transaction Type code = D
                                                                                                           Then system will delete all
                                                                                                           records in the ODS that have
                                                                                                           the same operational key as
                                                                                                           the submitted record




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                                                                                                                                                    Operati Update
Field                  Field Max                                                                                                                     onal    able
  # 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 County 1) Must equal institution            Y
                                       educational service institution              District (CD) code identifier of submitter User ID
                                       responsible for obtaining and                must be submitted
                                       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
                                       Pupil Achievement Data
                                                                                    independently
                                       System (CALPADS).
                                                                                    reporting charter
                                                                                    school, the School
                                                                                    (S) code must be
                                                                                    submitted for both
                                                                                    the Reporting LEA
                                                                                    and the School of
                                                                                    Course Delivery.




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                                                                                                                                                    Operati Update
Field                  Field Max                                                                                                                     onal    able
  # Public Name        Type Len Definition                               Code Set   Comments              Validation                     Required    Key    Fields

9.05 School of          CS      7      A unique identifier for the                  The 7-digit School    1) Must be a valid code in        Y         X
     Course                            school where the student is                  (S) code must be      CDS and have an active
     Delivery                          taking the course.                           submitted.            CALPADS reporting
                                                                                                          relationship with the
                                                                                    If the entity is an
                                                                                                          Reporting LEA
                                                                                    independently
                                                                                    reporting charter     2) The School of Course
                                                                                    school, the School    Delivery must match the
                                                                                    (S) code must be      School of Attendance in the
                                                                                    submitted for both    enrollment record.
                                                                                    the School of
                                                                                                          3) School of Course Delivery
                                                                                    Course Delivery
                                                                                                          must not be an NPS school
                                                                                    and the Reporting
                                                                                    LEA.

9.06 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).




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                                                                                                                                                         Operati Update
Field                  Field Max                                                                                                                          onal    able
  # 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 Set This data element     1) If CTE Course Section         If Local
     Course Code                       state-level Course Group.          Course Group is associated with    Provider Code is populated     Course ID
                                       Course Group State is defined      State        the Course.                                              is not
                                                                                                             Then Education Program
                                       as a state-level coding                                                                              mapped to
                                                                                        If the LEA has       Course Content code must
                                       structure used to group a                                                                                State
                                                                                        mapped their local   equal 154 or a CRS-State
                                       number of local-level course                                                                           Course
                                                                                        course codes         Course Code must be
                                       descriptions by major subject                                                                         Code in
                                                                                        (Local Course ID)    populated with a CTE
                                       areas (e.g., English/Language                                                                        CALPADS
                                                                                        to State Course      Course Code
                                       Arts, Mathematics, etc.) or to                                                                           Then
                                                                                        Codes in
                                       indicate individual-level                                                                             Y;Else N
                                                                                        CALPADS, this
                                       courses.
                                                                                        field may be left    2) All records with the same
                                                                                        blank. CALPADS       Academic Year, School of
                                                                                        will perform the     Delivery and CRS-Local
                                                                                        translation          Course ID must have
                                                                                                             identical CRS-State Course
                                                                                                             Codes.

9.08 CRS-Local          CS      10     A unique identifier assigned to                  This data element                                       Y
     Course ID                         a course by a local educational                  is associated with
                                       agency. A Course is the                          the Course.
                                       organization of subject matter
                                       and 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.




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                                                                                                                                                  Operati Update
Field                  Field Max                                                                                                                   onal    able
  # Public Name        Type Len Definition                                Code Set   Comments              Validation                  Required    Key    Fields

9.09 CRS-Course         CS      50     The formal name of a Course                   1. This data          All records with the same       Y
     Name                              as established by the school or               element is            Academic Year, School of
                                       LEA. A Course is the                          associated with       Delivery and CRS-Local
                                       organization of subject matter                the Course.           Course ID must have
                                       and related learning                          2. This is required   identical CRS-Course
                                       experiences provided for the                  for Cal-PASS.         Names.
                                       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.




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                                                                                                                                                       Operati Update
Field                  Field Max                                                                                                                        onal    able
  # Public Name        Type Len Definition                               Code Set       Comments             Validation                     Required    Key    Fields

9.10 CRS-Course         CS      4      A coded value representing the    See Code Set   This data element    1) If CTE Technical               N
     Content Code                      Education Program that            Education      is associated with   Preparation Course Indicator
                                       specific course content is        Program        the Course.          =Y
                                       related to. For example, all of   Course                              ThenCourse Content Code
                                       the content of a Career           Content                             must = 154 or a CTE State
                                       Technical Education course is                                         Course Code ( (i.e., 4010-
                                       related to that Education                                             5955) must be populated
                                       Program.
                                                                                                             2) If CTE Course Section
                                                                                                             Provider Code is populated
                                                                                                             Then Education Program
                                                                                                             Course Content code must
                                                                                                             equal 154 or a CRS-State
                                                                                                             Course Code must be
                                                                                                             populated with a CTE
                                                                                                             Course Code
                                                                                                             3) All records with the same
                                                                                                             Academic Year, School of
                                                                                                             Delivery and CRS-Local
                                                                                                             Course ID must have
                                                                                                             identical CRS-Course
                                                                                                             Content Codes.




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                                                                                                                                                               Operati Update
Field                   Field Max                                                                                                                               onal    able
  # 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 Set    This data element    1) If Record Type Code =        If Record
     Core Course                        NCLB Core Course Indicator          NCLB Core       is associated with   CRSE                           Type Code
     Instructional                      and Instructional Level. NCLB       Course          the Course.          AND if HQT Competency           = CRSE,
     Level Code                         Core Course Indicator and           Indicator and                        Code on the Course Section       Then Y;
                                        Instructional Level are defined     Instructional                        record is populated               Else N
                                        as a description of whether or      Level                                Then NCLB Core Course
                                                                                                                                                 If Record
                                        not a local-level course is a No                                         Instructional Level Code
                                                                                                                                                Type Code
                                        Child Left Behind core course                                            must equal E (Elementary
                                                                                                                                                 = CRSC,
                                        and if so, which NCLB Core                                               Core) or S (Secondary Core)
                                                                                                                                                     the
                                        Course Instructional Level it is.
                                                                                                                 2) If Record Type Code =       contents of
                                                                                                                 CRSE                             this field
                                                                                                                                                will not be
                                                                                                                 AND If State Course Code is
                                                                                                                                                 stored in
                                                                                                                 considered by CDE as likely
                                                                                                                                                CALPADS
                                                                                                                 to be core (per the Course
                                                                                                                 Master Combos in the
                                                                                                                 CALPADS Valid Code
                                                                                                                 Combinations) then NCLB
                                                                                                                 Core Course should not
                                                                                                                 equal N
                                                                                                                 3) All records with the same
                                                                                                                 Academic Year, School of
                                                                                                                 Delivery and CRS-Local
                                                                                                                 Course ID must have
                                                                                                                 identical CRS-Course
                                                                                                                 Names.




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                                                                                                                                                    Operati Update
Field                  Field Max                                                                                                                     onal    able
  # Public Name        Type Len Definition                                Code Set   Comments              Validation                    Required    Key    Fields

9.12 CRS-CTE            CS      1      An indication of whether or not               This data element     All records with the same        N
     Technical                         a Career Technical Education                  is associated with    Academic Year, School of
     Preparation                       course has been designated as                 the Course.           Delivery and CRS-Local
     Course                            a Technical Preparation                                             Course ID must have
                                                                                     “Y” indicates that
     Indicator                         Course. A Technical                                                 identical CRS-CTE Technical
                                                                                     this is a Technical
                                       Preparation (Tech. Prep.)                                           Preparation Course
                                                                                     Preparation
                                       Course is a course within a                                         Indicators.
                                                                                     Course; “N” or
                                       CTE technical career pathway
                                                                                     blank indicates
                                       or program that has been
                                                                                     that it is not.
                                       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.




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                                                                                                                                                     Operati Update
Field                  Field Max                                                                                                                      onal    able
  # 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              This data element    1. If the State Course Code         Y
     Approved                          the UC/CSU systems have                      is associated with   is considered by CDE as
     Indicator                         reviewed and approved the                    the Course.          likely to meet UC and CSU
                                       content of this course as                                         requirements (per the Master
                                       meeting one or more of the A-                                     Course Combos in
                                       G course admission                                                CALPADS Valid Code
                                       requirements. A "Y" would                                         Combinations), then this field
                                       indicate that the course is                                       should equal “Y”.
                                       UC/CSU-approved, an "N"
                                                                                                         2. All records with the same
                                       would indicate that the course
                                                                                                         Academic Year, School of
                                       is not.
                                                                                                         Delivery and CRS-Local
                                                                                                         Course ID must have
                                                                                                         identical CRS-UC CSU
                                                                                                         Approved Indicators.




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                                                                                                                                                  Operati Update
Field                  Field Max                                                                                                                   onal    able
  # Public Name        Type Len Definition                                Code Set   Comments              Validation                  Required    Key    Fields

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

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




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                                                                                                                                                  Operati Update
Field                  Field Max                                                                                                                   onal    able
  # 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 valid         Y
                                       each Educator in the California              “9999999999”           SEID in the CCTC file or
                                       public education system by the               should only be         SEID equal 9999999999
                                       California Commission on                     submitted in the   2) Staff Demographic record
                                       Teacher Credentialing. This                  following          must exist for the same SEID
                                       identifier is known as the                   conditions:        in the Course Section
                                       Statewide Educator Identifier
                                       (SEID).                                         Charter School Record during upload/input
                                                                                        teacher        except when the SEID
                                                                                        teaching non- equals 9999999999
                                                                                        core classes
                                                                                        as defined by
                                                                                        the charter
                                                                                       Course Section
                                                                                        taught by a
                                                                                        teacher that is
                                                                                        not an employee
                                                                                        of the LEA (i.e.
                                                                                        ROC/P teacher,
                                                                                        College
                                                                                        Professor, COE
                                                                                        Special
                                                                                        Education
                                                                                        teacher,
                                                                                        Distance
                                                                                        Learning
                                                                                        teacher, or
                                                                                        private
                                                                                        contractor)

                                                                                       SEID not yet
                                                                                        provided by
                                                                                        CCTC




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                                                                                                                                                     Operati Update
Field                   Field Max                                                                                                                     onal    able
  # Public Name         Type Len Definition                                Code Set   Comments              Validation                  Required      Key    Fields

9.17 Local Staff ID      CS      10     A unique identifier assigned to                                                                     Y
                                        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.

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




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                                                                                                                                              Operati Update
Field                   Field Max                                                                                                              onal    able
  # Public Name         Type Len Definition                                 Code Set        Comments   Validation                  Required    Key    Fields

9.19 Course              CS      2      A coded value representing the      See Code Set                                               N
     Section                            Course Non Standard                 Course Non
     Instructional                      Instructional Level. A Course       Standard
     Level Code                         Non-Standard Instructional          Instructional
                                        Level is a level at which the       Level
                                        content of a specific course is
                                        taught that is either 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.




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                                                                                                                                              Operati Update
Field                  Field Max                                                                                                               onal    able
  # Public Name        Type Len Definition                             Code Set       Comments   Validation                     Required       Key    Fields

9.20 Education          CS      1      A coded value representing an   See Code Set               If Record Type Code =          If Record
     Service Code                      Education Service. An           Education                 CRSE                           Type Code
                                       Education Service is specific   Service                   AND If Instructional Strategy    = CRSE
                                       service or services that are    English                   (9.22) = 400, 500, 600 or 650       and
                                       performed within an Education   Learners                  Then Education Service        Instructiona
                                       Service Category. Every                                   (9.20) cannot be null.          l Strategy
                                       Education Program provides                                                                  (9.22) =
                                       one or more services to                                                                   400, 500,
                                       students. Each of these                                                                   600, 650,
                                       services falls within an                                                                    then Y;
                                       Education Service Category.                                                                  Else N
                                                                                                                                If Record
                                                                                                                               Type Code
                                                                                                                                = CRSC,
                                                                                                                                    the
                                                                                                                               contents of
                                                                                                                                 this field
                                                                                                                               will not be
                                                                                                                                stored in
                                                                                                                               CALPADS




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                                                                                                                                                            Operati Update
Field                  Field Max                                                                                                                             onal    able
  # Public Name        Type Len Definition                           Code Set         Comments              Validation                        Required       Key    Fields

9.21 Language of        CS      2      The Language in which         See Code Set                           If Record Type Code =              If Record
     Instruction                       instruction is provided or    Language                               CRSE                              Type Code
     Code                              received. Language is defined                                                                            = CRSE
                                                                                                            AND
                                       as communication through                                                                                   AND
                                       ruled governed systems of                                            If Education Service Code =       Education
                                       spoken, signed, or written                                           1                                   Service
                                       words common to a people of                                          OR Instructional Strategy =        Code = 1
                                       the same community or nation.                                        600                                     Or
                                                                                                                                             Instructiona
                                                                                                            Then must not equal 00           l Strategy =
                                                                                                            (English) or 37 (Sign                  600
                                                                                                            Language)                           Then Y;
                                                                                                                                                 Else N
                                                                                                                                              If Record
                                                                                                                                             Type Code
                                                                                                                                              = CRSC,
                                                                                                                                                  the
                                                                                                                                             contents of
                                                                                                                                               this field
                                                                                                                                             will not be
                                                                                                                                              stored in
                                                                                                                                             CALPADS

9.22 Instructional      CS      3      A coded value representing the See Code Set    For CRSC, only        If Education Service (9.20) is    If Record
     Strategy Code                     Instructional Strategy.        Instructional   Instructional         not null, then Instructional     Type Code
                                       Instructional Strategy is      Strategy        Strategy Codes        Strategy (9.22) cannot be          = CRSE
                                       defined as a method used to                    300 or 700 will be    null.
                                                                                                                                                 AND
                                       deliver curriculum and                         used for
                                                                                                                                             If Education
                                       instruction.                                   certification
                                                                                                                                                Service
                                                                                      purposes. All other
                                                                                                                                             Code is Not
                                                                                      Instructional
                                                                                                                                             Null Then Y
                                                                                      Strategy codes will
                                                                                                                                                Else N
                                                                                      be ignored


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                                                                                                                                       Operati Update
Field                  Field Max                                                                                                        onal    able
  # Public Name        Type Len Definition                                Code Set   Comments   Validation                  Required    Key    Fields

9.23 Independent        CS      1      An indication of whether or not                                                          Y
     Study                             a course section is taught by
     Indicator                         way of 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.)




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                                                                                                                                                 Operati Update
Field                  Field Max                                                                                                                  onal    able
  # 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 required                                    Y
     Learning                          Course Section instruction was                for a Distance
     Indicator                         delivered by way of distance                  Learning Course
                                       learning. Distance learning is                Section is for the
                                       an instructional method in                    classroom monitor.
                                       which the pupil and instructor
                                       are in different locations and
                                       interact through the 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.




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                                                                                                                                                Operati Update
Field                  Field Max                                                                                                                 onal    able
  # Public Name        Type Len Definition                                 Code Set       Comments   Validation                   Required       Key    Fields

9.25 Multiple           CS      1      A coded value representing the      See Code Set              If Record Type Code =            N
     Teacher Code                      Multiple Teacher Code. A            Multiple                  CRSE
                                                                                                                                  If Record
                                       Multiple Teacher Instruction        Teacher                   AND If Multiple Teacher
                                                                                                                                 Type Code
                                       Strategy is a category              Instruction               Code is populated
                                                                                                                                  = CRSC,
                                       describing the strategy used        Strategy                  Then two or more Course
                                                                                                                                      the
                                       when there is more than one         Category                  Section records with the
                                                                                                                                 contents of
                                       Teacher teaching a Class.                                     same Class ID must be
                                                                                                                                   this field
                                                                                                     submitted with different
                                                                                                                                 will not be
                                                                                                     SEIDs (Exception when
                                                                                                                                  stored in
                                                                                                     SEID = 9999999999)
                                                                                                                                 CALPADS

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

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


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                                                                                                                                             Operati Update
Field                  Field Max                                                                                                              onal    able
  # Public Name        Type Len Definition                              Code Set       Comments   Validation                  Required        Key    Fields

9.28 HQT                CS      1      A coded value representing the   See Code Set                                            If Record
     Competency                        Content Area Competency          Content Area                                           Type Code
     Code                              Category. Content Area           Competency                                               = CRSE
                                       Competency Category is           Category                                                   And If
                                       defined as a method best                                                               NCLB Core
                                       describing the way that an                                                                 Course
                                       Educator has demonstrated                                                              Instructiona
                                       subject matter competence in                                                               l Level
                                       each NCLB core academic                                                                  Code = E
                                       subject taught (or multiple                                                            (Elementar
                                       subjects for elementary                                                                 y Core) or
                                       teachers).                                                                                    S
                                                                                                                              (Secondary
                                                                                                                                   Core)
                                                                                                                                 Then Y;
                                                                                                                                  Else N
                                                                                                                               If Record
                                                                                                                              Type Code
                                                                                                                               = CRSC,
                                                                                                                                   the
                                                                                                                              contents of
                                                                                                                                this field
                                                                                                                              will not be
                                                                                                                               stored in
                                                                                                                              CALPADS




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                                                         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 (See Glossary in Section 6: Course Completion).
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 code 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
   Marking Period Code

3.10.4 Primary Key
The following fields identify the primary key (fields that make record unique) of the Student Course
Section record:
   School of Course Delivery
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   Academic Year ID
   SSID
   Course Section ID
   Academic Term Code
   CRS-Local Course ID
   Marking Period Code

3.10.5 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.

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




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    3.10.7 Record Layout
                                                        Table 3-11: Student Course Section Record Layout

                                                                                                                                                     Operati Update
Field   Public         Field Max                                                                                                                      onal    able
  #     Name           Type Len Definition                             Code Set       Comments             Validation                     Required    Key    Fields

10.01 Record Type       CS      4      A category describing the type See Code Set    1) SCSE is used    Must equal SCSE or SCSC             Y
      Code                             of data record being submitted. Record Type    for Student Course
                                                                       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 Type code is       N
      Type Code                        action the system should take   Transaction                         null
                                       on the data record being        Type                                Then system will delete all
                                       submitted.                      CALPADS                             records in the ODS that have
                                                                                                           the same operational key as
                                                                                                           the submitted record, and
                                                                                                           replace them with all the
                                                                                                           submitted record(s) in the
                                                                                                           transaction
                                                                                                           Else
                                                                                                           If Transaction Type code = D
                                                                                                           Then system will delete all
                                                                                                           records in the ODS that have
                                                                                                           the same operational key as
                                                                                                           the submitted record




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                                                                                                                                                    Operati Update
Field   Public         Field Max                                                                                                                     onal    able
  #     Name           Type Len Definition                               Code Set   Comments               Validation                    Required    Key    Fields

10.03 Local             CS     255 A local use field to provide the                                                                         N                 X
      Record 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.

10.04 Reporting         CS      7      A unique identifier for the                  The 7-digit County Must equal institution               Y
      LEA                              educational service institution              District (CD) code identifier of submitter User ID
                                       responsible for obtaining and                must be submitted
                                       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
                                       Pupil Achievement Data
                                                                                    independently
                                       System (CALPADS).
                                                                                    reporting charter
                                                                                    school, the School
                                                                                    (S) code must be
                                                                                    submitted for both
                                                                                    the Reporting LEA
                                                                                    and the School of
                                                                                    Course Delivery.




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                                                                                                                                                       Operati Update
Field   Public         Field Max                                                                                                                        onal    able
  #     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 code in       Y         X
      Course                           school where the student is                     (S) code must be       CDS and have an active
      Delivery                         taking the course.                              submitted.             CALPADS reporting
                                                                                                              relationship with the
                                                                                       If the entity is an
                                                                                                              Reporting LEA
                                                                                       independently
                                                                                       reporting charter      2) The School of Course
                                                                                       school, the (S)        Delivery must match the
                                                                                       code must be           School of Attendance in the
                                                                                       submitted for both     enrollment record.
                                                                                       the School of
                                                                                       Course Delivery
                                                                                       and the Reporting
                                                                                       LEA.

10.06 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).

10.07 SSID              CS      10     The unique identifier for the                                          Must be a valid CALPADS          Y
                                       student assigned to or by the                                          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.



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                                                                                                                                                 Operati Update
Field   Public         Field Max                                                                                                                  onal    able
  #     Name           Type Len Definition                               Code Set   Comments                Validation                Required    Key    Fields

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

10.09 Student           CS      30     The Student Legal First Name                 1) Updates to this May only include Alphabetic        Y
      Legal First                      of the student. The Student                  field must be made letters, numbers, periods,
      Name                             Legal First Name is the first                through the        hyphens and apostrophes
                                       name of the person which is                  Student
                                       given to a person after birth                Information file;
                                       (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).




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                                                                                                                                                   Operati Update
Field   Public         Field Max                                                                                                                    onal    able
  #     Name           Type Len Definition                                 Code Set   Comments                Validation                Required    Key    Fields

10.10 Student           CS      50     The Student Legal Last Name                    1) Updates to this May only include Alphabetic        Y
      Legal Last                       of the student. The Student                    field must be made letters, numbers, periods,
      Name                             Legal Last Name is the name                    through the        hyphens and apostrophes
                                       borne in common by members                     Student
                                       of a person’s family, or the last              Information file;
                                       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).

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




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                                                                                                                                                     Operati Update
Field   Public         Field Max                                                                                                                      onal    able
  #     Name           Type Len Definition                               Code Set    Comments                Validation                   Required    Key    Fields

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

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




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                                                                                                                                                Operati Update
Field   Public         Field Max                                                                                                                 onal    able
  #     Name           Type Len Definition                                Code Set   Comments              Validation                Required    Key    Fields

10.14 Course            CS      10     A unique identifier for a Course              Example: A unique                                   Y
      Section ID                       Section assigned by a local                   course section ID
                                       educational agency. The                       would represent
                                       Course Section ID must be                     Teacher A
                                       unique within a school by                     teaching algebra 1
                                       Academic Year. A Course                       to a specific group
                                       Section ID represents a unique                of students on
                                       section of course content being               Monday,
                                       taught by one or more teachers                Wednesday, and
                                       to a specific group of students.              Friday in first
                                                                                     period. The same
                                                                                     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 representing an See Code Set                                                        Y         X
      Term Code                        Academic Term. An Academic Academic
                                       Term is the period of time into Term
                                       which the education institution
                                       divides the academic year for
                                       the purpose of instruction.




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                                                                                                                                                      Operati Update
Field   Public         Field Max                                                                                                                       onal    able
  #     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      Student Credits Attempted       If Record
      Credits                          (Carnegie units) attempted by                required for          format must equal one of the   Type Code
      Attempted                        a student for a specific Course              departmentalized      following:                       = SCSC
                                       Section.                                     courses for           #                                  And If
                                                                                    students in grades    #.#                            CRS-State
                                                                                    9-12.                 #.##                              Course
                                                                                                          ##                              Code <>
                                                                                    This field should
                                                                                                          ##.#                               1000
                                                                                    be greater than
                                                                                                          ##.##
                                                                                    zero for grades 9-                                     And If
                                                                                    12                                                     Grade
                                                                                                                                         Level Code
                                                                                                                                           = 9-12
                                                                                                                                          Then Y;
                                                                                                                                           Else N
                                                                                    1) Data are only
10.17 Student           NU      5      A count of the credits                                             Student Credits Earned          If Record
                                                                                    required for
      Credits                          (Carnegie units) earned after a                                    format must equal one of the   Type Code
                                                                                    departmentalized
      Earned                           student completes a specific                                       following:                       = SCSC
                                                                                    courses for
                                       Course Section.                                                    #
                                                                                    students in grades                                     And If
                                                                                                          #.#
                                                                                    9 -12.                                               CRS-State
                                                                                                          #.##
                                                                                                                                          Course
                                                                                                          ##
                                                                                                                                          Code <>
                                                                                                          ##.#
                                                                                                                                           1000
                                                                                                          ##.##
                                                                                                                                            And If
                                                                                                                                           Grade
                                                                                                                                         Level Code
                                                                                                                                           is 9-12
                                                                                                                                          Then Y;
                                                                                                                                           Else N




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                                                                                                                                                       Operati Update
Field   Public         Field Max                                                                                                                        onal    able
  #     Name           Type Len Definition                              Code Set       Comments              Validation                   Required      Key    Fields
                                                                                       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 for
                                                                                                                                            Then Y;
                                                                                       students in grades
                                                                                                                                             Else N
                                                                                       7-12.

10.19 UC/CSU            CS      2      A coded value representing       See Code Set   Data are only                                          N
      Admission                        University of California or      College        required for
      Requirement                      California State University      Admission      departmentalized
      Code                             College Admission Course         Requirement    courses grade 7-
                                       Requirement that a high school                  12.
                                       course has been determined to
                                                                                       Although this is
                                       meet. This determination is
                                                                                       collected on the
                                       made by the UC/CSU systems.
                                                                                       SCSE and SCSC
                                                                                       files, this should
                                                                                       represent the
                                                                                       UC/CSU
                                                                                       Admission
                                                                                       Requirement that
                                                                                       the course has
                                                                                       been approved by
                                                                                       UC/CSU to meet.

10.20 Marking           CS      2      A coded value representing the See Code Set                                                         If Record     X
      Period Code                      name or description of the     Academic                                                            Type Code    SCSC
                                       period within a course session Term                                                                  = SCSC     ONLY
                                       in which a course mark (grade)                                                                       Then Y;
                                       is given to a student for a                                                                           Else N
                                       particular course.




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                                                                                                   3. CALPADS File Formats – Student CTE



3.11 Student Career Technical Education (CTE) File Format
3.11.1 Submission Details
This file format is used to submit career technical education (CTE) information about a student.
This format uses the Replacement processing method by Academic Year and School of Attendance. The record type code SCTE
(Student Career Technical Education) 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 1 – Course Completion

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

3.11.3 Operational Key
The following fields identify the operational key of the Student Career Technical Education (CTE) record:
   School of Attendance
   Academic Year ID

3.11.4 Primary Key
The following fields identify the primary key (fields that make a record unique) of the Student Career Technical Education (CTE) record:
   School of Attendance
   Academic Year ID
   SSID
   CTE Pathway Code

3.11.5 Relationship to Other Record Types
This record may be submitted independently of other record types. However, an enrollment record for the School of Attendance during
the Academic Year ID must exist for the student.

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




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    3.11.7 Record Layout
                                                                Table 3-11: Student CTE Record Layout

                                                                                                                                                  Operati Update
Field             Field Max                                                                                                                        onal    able
  #   Public Name Type Len Definition                                  Code Set       Comments          Validation                     Required    Key    Fields

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

11.02 Transaction       CS      1      A category describing the       See Code Set                     If Transaction Type code is       N
      Type Code                        action the system should take   Transaction                      null
                                       on the data record being        Type                             Then system will delete all
                                       submitted.                      CALPADS                          records in the ODS that have
                                                                                                        the same operational key as
                                                                                                        the submitted record, and
                                                                                                        replace them with all the
                                                                                                        submitted record(s) in the
                                                                                                        transaction
                                                                                                        Else
                                                                                                        If Transaction Type code = D
                                                                                                        Then system will delete all
                                                                                                        records in the ODS that have
                                                                                                        the same operational key as
                                                                                                        the submitted record




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                                                                                                                                                    Operati Update
Field             Field Max                                                                                                                          onal    able
  #   Public Name Type Len Definition                                    Code Set   Comments              Validation                     Required    Key    Fields

11.03 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.

11.04 Reporting         CS      7      A unique identifier for the                  The 7-digit County Must equal institution               Y
      LEA                              educational service institution              District (CD) code identifier of submitter User ID
                                       responsible for obtaining and                must be submitted
                                       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.




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                                                                                                                                                      Operati Update
Field             Field Max                                                                                                                            onal    able
  #   Public Name Type Len Definition                                       Code Set   Comments              Validation                    Required    Key    Fields

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

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


11.07 SSID              CS      10     The unique identifier for the                                         Must be a valid CALPADS           Y
                                       student assigned to or by the                                         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.



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                                                                                                                                                     Operati Update
Field             Field Max                                                                                                                           onal    able
  #   Public Name Type Len Definition                                    Code Set   Comments                Validation                    Required    Key    Fields

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

11.09 Student Legal     CS      30     The Student Legal First Name                 1) Updates to this May only include Alphabetic            Y
      First Name                       of the student. The Student                  field must be made letters, numbers, periods,
                                       Legal First Name is the first                through the        hyphens and apostrophes
                                       name of the person which is                  Student
                                       given to a person after birth                Information file;
                                       (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).




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                                                                                                                                                        Operati Update
Field             Field Max                                                                                                                              onal    able
  #   Public Name Type Len Definition                                       Code Set   Comments                Validation                    Required    Key    Fields

11.10 Student Legal      CS      50     The Student Legal Last Name                    1) Updates to this May only include Alphabetic            Y
      Last Name                         of the student. The Student                    field must be made letters, numbers, periods,
                                        Legal Last Name is the name                    through the        hyphens and apostrophes
                                        borne in common by members                     Student
                                        of a person’s family, or the last              Information file;
                                        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).

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




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                                                                                                                                                      Operati Update
Field             Field Max                                                                                                                            onal    able
  #   Public Name Type Len Definition                                Code Set        Comments                Validation                    Required    Key    Fields

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




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                                                                                                                                             Operati Update
Field             Field Max                                                                                                                   onal    able
  #   Public Name Type Len Definition                                     Code Set       Comments   Validation                    Required    Key    Fields

11.13 CTE Pathway       CS      3      A coded value representing a       See Code Set                                                Y
      Code                             Career Technical Education         Career
                                       Career Pathway. A Career           Technical
                                       Technical Education Career         Education
                                       Pathway is the second level in     Pathway
                                       a two-tier hierarchy of Career
                                       Technical Education Industry
                                       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.




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                                                                                                                                                  Operati Update
Field             Field Max                                                                                                                        onal    able
  #   Public Name Type Len Definition                                    Code Set   Comments             Validation                    Required    Key    Fields

11.14 CTE Pathway       CS      9      A unique identifier assigned to              Format: CCYY-        The CTE Pathway                  N
      Completion                       the Academic Year in which a                 CCYY (ex. 2008-      Completion Academic Year
      Academic                         Career Technical Education                   2009)                ID must match the Academic
      Year ID                          secondary concentrator                                            Year ID
                                                                                    The CTE Pathway
                                       completed a specific Career
                                                                                    Completion Year
                                       Technical Education Pathway
                                                                                    ID reported should
                                       (passed a locally developed
                                                                                    only be reported
                                       and administered assessment,
                                                                                    once, in the
                                       demonstrating competence in
                                                                                    academic year in
                                       a specific career technical
                                                                                    which the student
                                       education course sequence.)
                                                                                    completed the
                                                                                    pathway.
                                                                                    The CTE Pathway
                                                                                    Completion
                                                                                    Academic Year ID
                                                                                    must be left blank
                                                                                    for those CTE
                                                                                    Concentrators
                                                                                    (students with CTE
                                                                                    pathways) who
                                                                                    have not
                                                                                    completed their
                                                                                    pathways. Only
                                                                                    when a student
                                                                                    has completed
                                                                                    their pathway
                                                                                    sequence does
                                                                                    this field get
                                                                                    populated.




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                                                                              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      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).




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                                                                                        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
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                                                    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
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                                                   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
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                                                                     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
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                                                                 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 V4.0                                             195
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                                                                   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




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                                                                                                          6. Glossary



6.       Glossary
 Term                     Definition
                                                           st                                        th
 Academic Year            An academic year begins July 1 of any given year and ends on June 30 of the following year.

 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                    A Class is identified by a Class ID. See CALPADS File Specifications for definition of Class ID
                          (Field 9.18) in Course Section file.
                          Reporting # of Classes and Class Enrollment
                          Reporting by Class ID generally presents information such as numbers of classes, average class
                          size, and class enrollment (excluding any courses delivered via independent study or distance
                          learning). Reports present data by State Course Code or Content Area Category.
                                  If an SSID repeats within a Class ID, see Class Enrollment.

 Class Enrollment         A count of students with a Student Course Section record associated with (i.e. with the same
                          Academic Year ID, Academic Term Code, School of Course Delivery, Local Course ID, Course
                          Section ID, as) a Class.
                          Counting Class Enrollment
                          If an SSID has multiple course section records associated with a Class ID, count the student once.
                          See Class.


 Course                   A student attempted to earn credit in a course and was awarded either zero, partial, or full credit
 Completion               for the course or for courses where no credits are awarded (usually 7-8 grade courses), a final
                          grade was awarded.

 Current                  A student school enrollment that is open as of the current date.
 Enrollment




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                                                                                                          6. Glossary



 Term                     Definition

 Dropout                  Per federal reporting requirements:

                          The CDE defines a dropout for the CALPADS Fall 1 Submission as a student who meets either
                          of the following two criteria (specific years used are for illustrative purposes):



                           The student…                                        And…
                              Was enrolled in grades 7, 8, 9, 10, 11, 12,       Left school prior to completing the 2008-
                                   or ungraded secondary at some time during       09 school year; and:
                                   the 2008-09 school year,                      Is not enrolled and attending school as
                                                                                   of Fall Census Day, 2009.
                              Successfully completed the 2007-08 school         Is not enrolled and attending school as
                                   year but did not begin attending the next       of Fall Census Day, 2009.
                                   grade (7, 8, 9, 10, 11, 12, U.S.) in the
                                   school in which he or she was:              NOTE: No-show dropouts are counted in the
                                     o Assigned;                               year in which they failed to show up.
                                     o Preregistered; or:
                                     o Expected to attend during the 2008-09
                                         school year;
                          For more detail on Dropouts, refer to the “Dropouts” section of the CALPADS Data Guide.

 Dropout/Graduate         The time period used to examine student school exits to determine which students are reported as
 Reporting Cycle          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                   A No Show (Dropout) is a type of Dropout who successfully completed the prior school year but
 (Dropout)                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)



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                                                                                                           6. Glossary



 Term                     Definition

 Reporting Period         A reference to all of the calendar dates included within the Report From Date and the Report
                          Through Date, inclusive

 Staff member             An employee (certificated or non-certificated) of an educational service institution (ESI) that has a
                          valid Statewide Educator Identifier (SEID).
                                  “Certificated” staff members include those with Educational Service Job Classification
                                   codes 10, 11, 12, 27.
                                  “Non-certificated” staff members include those without a credential who are working in a
                                   certificated position using a local assignment option with Educational Service Job
                                   Classification codes 25 26.

 Title III Eligible       The term "eligible immigrant student" is defined in Title III, Section 3301(6) as an individual student
 Immigrant                who (a) is aged three through twenty-one; (b) was not born in the United States (including
                          Washington, D.C.) or Puerto Rico; and (c) has not been attending any one or more schools in the
                          United States for more than three full school years.




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                                                                                                                           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>
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                                                                                         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 >




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                                                                                                                       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/>

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                                                                                                     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/>
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                                                                                                7 Appendix A


                  <StudentProficientorAdvancedforELACode/>
                  <Filler/>
                  <StudentInitialUSSchoolEnrollmentDate/>
                  <EnrolledinUSSchoollessthanThreeCumulativeYearsIndicator/>
                  <StudentInitialNinthGradeEntryYear>2012</StudentInitialNinthGradeEntryYear>
                  <Filler/>
                  <Filler/>
                  <ParentGuardianHighestEducationLevelCode/>
                  <Guardian1FirstName/>
                  <Guardian1LastName/>
                  <Guardian2FirstName/>
                  <Guardian2LastName/>
         </Record>
</CALPADSRecords>




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                                                                                                       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/>
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                                                                                                                7 Appendix A


                  <PrimaryDisabilityCode>220</PrimaryDisabilityCode>
                  <DistrictofSpecialEducationAccountability>6666666</DistrictofSpecialEducationAccountability
         </Record>
</CALPADSRecords>




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                                                                                                        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 V4.0                                                                           207
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                                                            7 Appendix A


                  <StudentInstructionalSupportIndicator/>
                  <ExpulsionModificationCategoryCode/>
         </Record>
</CALPADSRecords>




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                                                      7 Appendix A



7.5      Student Health – (Removed-see Section 3.5)




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                                                                                                                  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 V4.0                                                                                      210
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                                                                                         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 V4.0                                                            211
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                                                                                  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 V4.0                                                     212
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                                                                                                     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 V4.0                                                                        213
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                                                                                                    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 V4.0                                                                       214
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                                   7 Appendix A


</CALPADSRecords>




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                                                                                                                  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 V4.0                                                                                     216
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                                                                                               7 Appendix A


                  <CourseSectionInstructionalLevelCode/>
                  <EducationServiceCode/>
                  <LanguageofInstructionCode/>
                  <InstructionalStrategyCode/
                  <IndependentStudyIndicator>N</IndependentStudyIndicator>
                  <DistanceLearningIndicator>N</DistanceLearningIndicator>
                  <MultipleTeacherCode/>
                  <EducationProgramFundingSourceCode/>XX</EducationProgramFundingSourceCode>
                  <CTECourseSectionProviderCode/>
                  <HQTCompetencyCode/>
         </Record>
</CALPADSRecords>




CALPADS File Specifications V4.0                                                                  217
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                                                                                                                  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 V4.0                                                                                     218
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                                                                        7 Appendix A


                  <UC/CSUAdmissionRequirementCode/>
                  <Marking Period Code/>
         </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/>
                  <Marking Period Code/>
         </Record>
CALPADS File Specifications V4.0                                           219
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                                                                            7 Appendix A


         <Record>
                  <RecordTypeCode>SINF</RecordTypeCode>
                  <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/>
                  <Marking Period Code/>
         </Record>
</CALPADSRecords>



CALPADS File Specifications V4.0                                               220
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                                                                                                               7 Appendix A



7.11 Student Career Technical Edcuation
<?xml version="1.0" encoding="UTF-8"?>
<CALPADSRecords FileType="SCTE">
         <Record>
                  <RecordTypeCode>SCTE</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>
                  <CTEPathwayCode>100<CTEPathwayCode>
                  <StudentCTEPathwayCompletionAcademicYearID>2010<StudentCTEPathwayCompletionAcademicYearID>
         </Record>
         <Record>
                  <RecordTypeCode>SCTE</RecordTypeCode>
                  <TransactionTypeCode/>
                  <LocalRecordID>2345</LocalRecordID>
                  <ReportingLEA>7777777</ReportingLEA>
CALPADS File Specifications V4.0                                                                                  221
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                                                                                                               7 Appendix A


                  <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>
                  <CTEPathwayCode>100<CTEPathwayCode>
                  <StudentCTEPathwayCompletionAcademicYearID>2010<StudentCTEPathwayCompletionAcademicYearID>
         </Record>
</CALPADSRecords>




CALPADS File Specifications V4.0                                                                                  222
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