Aeries™ Student Information System
CALPADS End of Year Submissions
April 19, 2013
The CALPADS End of Year extracts can be created from the Create CALPADS Extract form
and can only be accessed in the District database. The form can be accessed from View All
Forms. Click the mouse on the EOY tab.
The EOY tab will create the following files for the End of Year reporting.
Create Course and Staff Files
 CRSC - Course Section
 SCSC - Student Course Section Completion
 SDEM - Staff Demographics – only pulls STF records that impact a HIS record
Create Discipline File
 SDIS - Student Discipline
Create Career Technical Education File
 SCTE – Career Technical Education
Create Student Waivers File
 SWAV – Student Waivers
Extract Data from District Database or School Databases – this option only appears to
Access districts and will adjust where the data is pulled from. You should select the location
where the data is maintained and is the most accurate.
Access districts will need to verify that the Assertive Discipline (ADS), Dispositions (DSP),
Update Suspendable Offense Code (SOC) and the Transcript Definition (TDF) tables are
updated into the district database. Update the tables at the school level and copy it into your
district database using the "Copy Table From Another Database" button the Miscellaneous
Functions form.
CALPADS End of Year Submissions
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STUDENT COURSE SECTION COMPLETION – SCSC FILE
Course Completions are part of the new CALPADS Reporting Requirements for grades 7-12 in
traditional schools. Alternative Ed and Continuation Schools do not need to worry about this
section.
CALPADS only wants to know which courses were completed in your school this year. It is
important to use the Aeries Grade Reporting process to populate grades and transfer them to
HIS. This also applies to Middle Schools and Jr. Highs. It is not necessary to have Credits
populated at the 7-8 grade levels, just the Mark received.
By using the Aeries Grade Reporting process, the system is able to track the Master Schedule
Section Number and Staff ID where the Mark was issued. This is important to how CALPADS
wants to collect this information
Below are the conditions for a record to be included in the SCSC file:
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Skips schools with school type of Elementary (LOC.E = 1)
Students must have an SSID (STU.CID)
Students grade level translated to grades 7 through 12
Student must have attendance enrollment during the school year.
Transcript information
Below are the conditions for a transcript (HIS) record to be included in the SCSC file:
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The transcript record must match the current school HIS.ST = LOC.SC or if the student
has a Reporting Home School (STU.HS) populated, match the CDS of the Reporting
Home School
From the current school year
History Marks (HIS.MK) of blank and “X” will be skipped
History Section (HIS.SE) must match to a valid section in the Master Schedule (MST)
and the MST.CN must be a valid course in the CRS file. When Copying Grades to
History, the History Section (HIS.SE) and History Staff ID (HIS.SID) will be populated
from GRD.
Transcript records with a valid course record. Course records with CBEDS Course
number of 6012 will be skipped.
History Terms (HIS.TE) must be greater than or equal to 0 and less than or equal to 8
Transcript State Terms
The transcript terms (HIS.TE) for each school must be mapped to a valid State Term Code.
The State Term Codes are the Academic Terms in the CALPADS Code Set. On the Transcript
Definitions form click on the Terms tab. Map the Semester/Term Headings to the State Term
Codes. Summer School terms (SS, IS and SP) will not be included in the SCSC file.
CALPADS End of Year Submissions
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If the Grade Reporting process is not used and the Master Schedule Section Number needs to
be entered into the HIS table, the More button on the transcript can be used. Click the mouse
on the More button at the end of the transcript record and the following form will display. Enter
a valid section number from the Master Schedule. If the section number entered is not a valid
section number from the Master Schedule, the record will not be included in the SCSC file.
CREATE DISCIPLINE FILES – SDIS File
The Discipline SDIS extract has been recently updated to process records from DSP. For
each Assertive Discipline (ADS) record processed, it will first check to see if
Dispositions exist in the DSP table and only use the old ADS fields if there are no related
DSP records.
Before creating the SDIS file, certain Assertive Discipline codes must be translated to
CALPADS codes. Click on the Code Value Translations tab and map the local codes to the
CALPADS codes.
When creating the SDIS file the system will generate a list of all Assertive Discipline (ADS) or
Disposition (DSP) records and sorts by Incident ID (ADS.IID) and Update Suspendable Offense
Code Severity Level (SOC.SL) codes descending. Below are the conditions for a record to be
included in the SDIS (Student Discipline) file.
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Must have a date (ADS.DT) greater than July 1st and less than June 30th of the current
school year
Incident ID (ADS.IID) greater than 0
Offense Code (ADS.CD) is not blank. Offense Codes (ADS.CD) that are not translated
to CALPADS Discipline Offense codes will not be included in the file.
Offense Code (ADS.CD) is translated to a valid CALPADS Discipline Offense code on
the Code Value Translation form. The code set of Discipline Offense Codes are the
CALPADS Student Offense codes in the CALPADS Code Set.
o Any record will be considered valid for extract if
 Any of the ADS.CD# values translate to CALPADS Firearm codes: 100,
101, 102, or 105 regardless of the ADS Disposition (ADS.DS or
DSP.DS).
 Any of the Assertive Discipline ADS.DS# or DSP.DS fields translate to
CALPADS codes: 100 - Suspension, 110 – In-School Suspension, or
200-Expulsion
 The student was Special Ed on the date of the incident with a valid CSE
record with appropriate start (CSE.ED) and end dates (CSE.XD).
CALPADS End of Year Submissions
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NOTE:
Special Note: the ADS.DS# or DSP.DS values must translate to a
valid CALPADS code no matter what. Code 300 can be used for
"No Suspension or Expulsion"
As the ADS records are being processed:
o Each change in the IID value will result in the ADS.DT and ADS.CD values being
saved for use in all subsequent ADS records with a matching IID
 ADS.DT will be used in the "Disciplinary Incident Occurrence Date" (4.14)
field
 The translated value of ADS.CD will be used in the "Incident Most Severe
Offense Code" (4.16) field
o The system will iterate through each ADS.CD# value and extract an SDIS record
for each code.
o Only the most severe ADS.DS# or DSP.DS value will be extracted using the
following severity order: 200 (Expulsion), 100 (Suspension), 110 (In-School
Suspension), 300 (No Suspension or Expulsion)
Refer to the Discipline document for more information on the Update
Suspendable Offense Code (SOC) table.
CREATE CAREER TECHNICAL EDUCATION FILE - SCTE FILE
The Career Technical Education (CTE) file will include students with valid records in the new
CTE table. From the Student Data (STU) form, click the mouse on the Secondary Student
Data (SSD) tab. There are now 2 tabs available on the Secondary Student Data (SSD) form,
General and Perkins. The CTE Pathway (CALPADS) fields are on the Perkins tab along with
Vocational Education fields.
The Code dropdown will display the CALPADS Career Technical Education Pathway codes. A
Code and Academic Year must be populated for both Concentrators and Completers.
However, the Completer field will indicate a student as a Completer and will include the
Academic Year in the extract for the CALPADS CTE Pathway Completion Academic Year.
Only records for the current Academic Year will be included.
CALPADS End of Year Submissions
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CREATE STUDENT WAIVER FILE - SWAV FILE
Before creating the SWAV file, the CAHSEE Waiver code and CAHSEE Waiver Outcome
codes must be entered in the COD table and translated to CALPADS codes.
The SWAV file will include students with valid records in the Authorization (AUT) table. From
the Student Data (STU) form, click the mouse on the M Misc button and the
Authorizations/Prohibitions (AUT) tab.
The CAHSEE Waiver codes must be added to the COD table for the Authorization Type
(AUT.TY) field. Then the CAHSEE Waiver codes must be translated to CALPADS codes.
NOTE: Authorization Type (ATU.TY) Codes of 1, 2 and 3 are hardcoded and will
not display on the Update COD table form. Codes 1, 2 and 3 are used in other
areas of the system and the codes and descriptions should not be changed.
On the Create CALPADS Extract form in the District, Click on the Code Value Translations
tab to map the local codes to the CALPADS codes. From the dropdown list, select CAHSEE
Waiver Code. Click the mouse on the Add Records for All Local Codes button to add the
local Authorization Type (AUT.TY) codes from the COD table to the left side of the form. Map
the local CAHSEE Waiver codes to the CALPADS codes on the right. Do not map the hard
coded codes of 1, 2 and 3.
The CAHSEE Waiver Outcome codes must also be added to the COD table for the
Authorization Status (AUT.ST) field. Then the CAHSEE Waiver Outcome codes must also be
translated to CALPADS codes.
CALPADS End of Year Submissions
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