Aeries Student Infrmatin System CALPADS End f Year Submissins May 4, 2012 The CALPADS End f Year extracts can be created frm the Create CALPADS Extract frm and can nly be accessed in the District database. The frm can be accessed frm View All Frms. Click the muse n the EOY (BETA) tab. The EOY (BETA) tab will create the fllwing files fr the End f Year reprting. Create Curse and Staff Files CRSC - Curse Sectin SCSC - Student Curse Sectin Cmpletin SDEM - Staff Demgraphics nly pulls STF recrd that impacted a HIS recrd Create Discipline File SDIS - Student Discipline Create Career Technical Educatin File SCTE Career Technical Educatin Create Student Waivers File SWAV Student Waivers Extract Data frm District Database r Schl Databases this ptin nly appears t Access districts and will adjust where the data is pulled frm. Yu shuld select the lcatin where the data is maintained and is the mst accurate. CALPADS End f Year Submissins Page 1
STUDENT COURSE SECTION COMPLETION SCSC FILE Belw are the cnditins fr a recrd t be included in the SCSC file: Skips schls with schl type f Elementary (LOC.E = 1) Students must have an SSID (STU.CID) Students grade level translated t grades 7 thrugh 12 Student must have attendance enrllment during the schl year. Transcript infrmatin Belw are the cnditins fr a transcript (HIS) recrd t be included in the SCSC file: The transcript recrd must match the current schl HIS.ST = LOC.SC r if the student has a Reprting Hme Schl (STU.HS) ppulated, match the CDS f the Reprting Hme Schl Frm the current schl year Histry Marks (HIS.MK) f blank and X will be skipped Histry Sectin (HIS.SE) must match t a valid sectin in the Master Schedule (MST) and the MST.CN must be a valid curse in the CRS file. When Cpying Grades t Histry, the Histry Sectin (HIS.SE) and Histry Staff ID (HIS.SID) will be ppulated frm GRD. Transcript recrds with a valid curse recrd. Curse recrds with CBEDS Curse number f 6012 will be skipped. Histry Terms (HIS.TE) must be greater than r equal t 0 and less than r equal t 8 Transcript State Terms The transcript terms (HIS.TE) fr each schl must be mapped t a valid State Term Cde. The State Term Cdes are the Academic Terms in the CALPADS Cde Set. On the Transcript Definitins frm click n the Terms tab. Map the Semester/Term Headings t the State Term Cdes. Summer Schl terms (SS, IS and SP) will nt be included in the SCSC file. CALPADS End f Year Submissins Page 2
CREATE DISCIPLINE FILES SDIS File Befre creating the SDIS file, certain Assertive Discipline cdes must be translated t CALPADS cdes. Click n the Cde Value Translatins tab and map the lcal cdes t the CALPADS cdes. When creating the SDIS file the system will generate a list f all Assertive Discipline (ADS) recrds and srts by Incident ID (ADS.IID) and Update Suspendable Offense Cde Severity Level (SOC.SL) cdes descending. Belw are the cnditins fr a recrd t be included in the SDIS (Student Discipline) file. Must have a date (ADS.DT) greater than July 1 st and less than June 30 th f the current schl year Incident ID (ADS.IID) greater than 0 Offense Cde (ADS.CD) is nt blank. Offense Cdes (ADS.CD) that are nt translated t CALPADS Discipline Offense cdes will nt be included in the file. Offense Cde (ADS.CD) is translated t a valid CALPADS Discipline Offense cde n the Cde Value Translatin frm. The cde set f Discipline Offense Cdes are the CALPADS Student Offense cdes in the CALPADS Cde Set. Any recrd will be cnsidered valid fr extract if Any f the ADS.CD# values translate t CALPADS Firearm cdes: 100, 101, 102, r 105 regardless f the ADS Dispsitin (ADS.DS). Any f the Assertive Discipline ADS.DS# fields translate t CALPADS cdes: 100 - Suspensin, 110 In-Schl Suspensin, r 200-Expulsin The student was Special Ed n the date f the incident with a valid CSE recrd with apprpriate start (CSE.DT) and end dates (CSE.XD). Special Nte: the ADS.DS# values must translate t a valid CALPADS cde n matter what. Cde 300 can be used fr "N Suspensin r Expulsin" As the ADS recrds are being prcessed: Each change in the IID value will result in the ADS.DT and ADS.CD values being saved fr use in all subsequent ADS recrds with a matching IID ADS.DT will be used in the "Disciplinary Incident Occurrence Date" (4.14) field The translated value f ADS.CD will be used in the "Incident Mst Severe Offense Cde" (4.16) field The system will iterate thrugh each ADS.CD# value and extract an SDIS recrd fr each cde. Only the mst severe ADS.DS# value will be extracted using the fllwing severity rder: 200 (Expulsin), 100 (Suspensin), 110 (In-Schl Suspensin), 300 (N Suspensin r Expulsin) NOTE: Refer t the Discipline dcument fr mre infrmatin n the Update Suspendable Offense Cde (SOC) table. DISTRICTS WITH ACCESS DATABASES Access districts will need t verify that the Assertive Discipline (ADS), Update Suspendable Offense Cde (SOC) and the Transcript Definitin (TDF) tables are updated int the district database. Update the tables at the schl level and cpy it int yur district database using the "Cpy Table Frm Anther Database" buttn the Miscellaneus Functins frm. CALPADS End f Year Submissins Page 3
CREATE CAREER TECHNICAL EDUCATION FILE - SCTE FILE The Career Technical Educatin (CTE) file will include students with valid recrds in the new CTE table. Frm the Student Data (STU) frm, click the muse n the Secndary Student Data (SSD) tab. There are nw 2 tabs available n the Secndary Student Data (SSD) frm, General and Perkins. The CTE Pathway (CALPADS) fields are n the Perkins tab alng with Vcatinal Educatin fields. The Cde drpdwn will display the CALPADS Career Technical Educatin Pathway cdes. A Cde and Academic Year must be selected n the frm fr a student t be included in the SCTE file. Only recrds fr the 2011-2012 Academic Year will be included. CREATE STUDENT WAIVER FILE - SWAV FILE Befre creating the SWAV file, the CAHSEE Waiver cde and CAHSEE Waiver Outcme cdes must be entered in the COD table and translated t CALPADS cdes. The SWAV file will include students with valid recrds in the Authrizatin (AUT) table. Frm the Student Data (STU) frm, click the muse n the M Misc buttn and the Authrizatins/Prhibitins (AUT) tab. The CAHSEE Waiver cdes must be added t the COD table fr the Authrizatin Type (AUT.TY) field. Then the CAHSEE Waiver cdes must be translated t CALPADS cdes. NOTE: Authrizatin Type (ATU.TY) Cdes f 1, 2 and 3 are hardcded and will nt display n the Update COD table frm. Cdes 1, 2 and 3 are used in ther areas f the system and the cdes and descriptins shuld nt be changed. CALPADS End f Year Submissins Page 4
On the Create CALPADS Extract frm in the District, Click n the Cde Value Translatins tab t map the lcal cdes t the CALPADS cdes. Frm the drpdwn list, select CAHSEE Waiver Cde. Click the muse n the Add Recrds fr All Lcal Cdes buttn t add the lcal Authrizatin Type (AUT.TY) cdes frm the COD table t the left side f the frm. Map the lcal CAHSEE Waiver cdes t the CALPADS cdes n the right. D nt map the hard cded cdes f 1, 2 and 3. The CAHSEE Waiver Outcme cdes must als be added t the COD table fr the Authrizatin Status (AUT.ST) field. Then the CAHSEE Waiver Outcme cdes must als be translated t CALPADS cdes. CALPADS End f Year Submissins Page 5