CALPADS Extracts in Aeries Web June 30, 2017

Transcription

1 June 30, Overview 2. Security 3. Schools 4. Enrollment Update Create Enrollment Update Files (SENR, SINF and SPRG) ** Create Student Language Acquisition File (SELA) 5. Identifiers Create SSID Request File (SENR) Import File of New SSIDs Update STU.CID (SSID) Import SSID Replacement File Update STU.CID (SSID) 6. EOY Create Discipline File (SDIS) Create Career Technical Education File (SCTE) Create Absence Summary File (STAS) 7. Direct Certification 8. Other Extracts Create Student Information Address File (SIAD) 9. File Download Section 10. Code Translation 11. Other Options 12. LTEL Import ** = New or updated information Page 1

2 OVERVIEW The CALPADS Extracts page in Aeries Web version is designed to create various CALPADS files for CALPADS submissions and perform other CALPADS functions. The CALPADS Extracts page can be accessed from the school or district login. Note: Not all the features are available at this time. The remaining features will be released soon. Page 2

3 The CALPADS Extracts page can be accessed from School Info Imports and Exports. The page can be also accessed from View All Forms.. The CALPADS Extracts page can also be added to My Favorites to provide easy access to the page. The following tabs are functional at this time. The remaining tabs are in development. Enrollment Update will create the following files to submit to CALPADS: o SENR (Student Enrollment) o SINF (Student Information) o SPRG (Student Programs) o SELA (Student English Language Acquisition) Identifiers will create SSID Request File (SENR) and Import New and Replacement SSID files. The import will update the students new SSID and CALPADS ELAS data into Aeries. EOY will create the following files to submit to CALPADS: o SDIS (Student Discipline) o SCTE (Career Technical Education File) o STAS (Student Absence Summary) Direct Certification tab is used to load the CALPADS Direct Certification File into the FRE table. Other Extracts tab is used to create the SIAD (Student Information Address) file. Options are available to use the residential address or the mailing address. Other Options various options are available that need to be configured before creating extracts Code Translations tab used to translate Aeries codes to CALPADS codes, must be set up before creating extracts LTEL Import tab used to import Language Assessment data into Aeries Schools displays schools to select for the extracts Each tab available will be detailed in this document. Page 3

4 The following tabs are currently in development and will be available in future updates: 1. ODS Reconciliations Can import CALPADS SENR ODS or SPRG ODS files and also create new files to send back to CALPADS. Import SELA ODS file from CALPADS will import CALPADS SELA data into new fields in Aeries. 2. Fall 2 will create SDEM (Staff Demographics), SASS (Staff Assignments), CRSE (Course Section) and (SCSE) Student Course Section Enrollment files to submit to CALPADS 3. EOY CRSC (Course Section), SCSC (Student Course Section Completion), SDEM (Staff Demographics) Security Admin users or "Admin" security permission for the State Reporting security area are required to use the CALPADS Extracts page and all tabs. The State Reporting area is under the Other section on the Security page. Page 4

5 Schools The Schools tab is used to select the schools to be included in the extracts. Note: Before creating the files, verify the settings on the Other Options, Code Translations and Schools tab. The Schools tab will allow you to select which schools are to be included in the CALPADS extracts. All and None buttons are available. The Default button will default to active schools. Any school tagged as Inactive (LOC.TG), tagged as DNR (LOC.DNR), or any Summer Schools (LOC.U) will default as not selected. To select or de-select any school click the check box next to the School name. Click on the Save button to save the school selection. Page 5

6 Enrollment Update Files The Enrollment Update tab will create SENR (Student Enrollment), SINF (Student Information) and SPRG (Student Programs) files to submit to CALPADS. Used for Fall 1 and Fall 2 and EOY submissions. The SELA (Student English Language Acquisition) file can also be created. The Enrollment Update files are also needed to submit to CALPADS to close out records for the school year. Note: Before creating the files, verify the settings on the Other Options, Code Translations and Schools tab. The Extract Only Data Changes option will look for any dates after the date you enter in the following Tables and Fields STU, ENR, PGM, CSE, LAC and FRE. Any students having a date after the date you enter in these fields will have all data for that student extracted. This is to ensure that all data about a student is comprehensively reported to CALPADS. The Extract SINF File for ALL Students button is an extract that has been added to allow the creation of the SINF extract for all students. This option is available for districts that mass change data (ex: SQL or Aeries Queries) that affects the SINF information but does not update the LGD or ADH tables. This new file will extract all students. The Extract SINF File for ALL Students button is optional and not necessary to run for most districts. The regular SINF file extracts students with changes that are logged in the Log Details (LGD) table and the Address History (ADH) table. Click on the icon for more information. Page 6

7 The Do not extract dates in the future (SENR only) option has been added if students still need to complete the CAASPP test within the last two weeks of the school year. This option will exclude exit reasons (ex: E155) and dependent info from the SENR file. NOTE: It is important that a full SENR is submitted to close out the enrollments for the school year. Click on the icon for more information. The Create Enrollment Update Files button will create the SENR, SINF and SPRG files for the selected schools. New options have been added for the SPRG file: SPRG will include all programs including the FRE NSLP programs (181 and 182). This is the normal option that should be used the majority of the time. SPRG w/o FRE - will exclude the FRE NSLP programs (181 and 182). This option can be used at the beginning of the school year during the 30-day carryover period. SPRG only FRE - will include only the FRE NSLP programs (181 and 182). This option can be used to verify FRE records. The Create Student Language Acquisition File button will create the SELA file. The SELA file will only include students with grade levels of Kindergarten through 12, Ungraded Elementary and Ungraded Secondary. Before creating the SELA extract, the SELA Import Process must be run. For more information on the SELA Import Process, refer to the following: CALPADS_SELA_Import_Process.pdf Page 7

8 Identifiers The Identifiers tab is used to create SSID Request (SENR) files for students without SSID numbers in Aeries. The SENR file can then be sent to CALPADS. The CALPADS files with new and replacement SSIDs can then be imported into Aeries web version using this tab. Note: Before creating the files, verify the settings on the Other Options, Code Translations and Schools tab. Create SSID Request File (SENR File) verify that the correct schools are selected on the Schools tab before creating the file. Click the mouse on the Create SSID Request File (SENR) to create a file to send to CALPADS. The file will display in the File Download section at the bottom of the page. See page #10 for information on the File Download section. o Process Schools Before Start Date (must have calendar created) this option will allow an SSID Request to be created for students before the school year begins. This will help districts get SSIDs for pre-enrolled students, but this feature only works after the rollover process in the new school year. A calendar for the school must be created so the system knows what the first day of school is. It is also important to NOT delete Pre-Enrolled No Show Students if you have requested an SSID for the student already. You must keep the STU record and use the Summer Withdrawal fields. Page 8

9 New SSID Tab allows the importing of CALPADS SSIDs into Aeries. To load new SSIDs into Aeries, follow the steps below. 1. Select New SSID File This button is used to locate the file downloaded from CALPADS to import the new SSIDs. After selecting the file, the file name will display below the button. 2. Load Selected File 3. Review New SSIDs File - after the file is loaded, the data can be reviewed. The Review Loaded Data popup will display the information from the file. 4. Update STU.CID (SSID), LAC.EAC, LAC.EAD This button updates the STU.CID field with the SSIDs from the loaded data. The SSID Import process will also populate the ELAS information from the file into the LAC fields (LAC.EAC and LAC.EAD). An will be sent when the update is complete. SSID Replacement File - allows the importing of CALPADS SSIDs Replacement files into Aeries. Importing an SSID Replacement File from CALPADS will overwrite any Old SSID with the New SSID identified in the file. The Old SSID will be moved into the Old SSID (STU.OSI) field. The process is the same as above. An will be sent that will list the replaced and new SSIDs at the end of the process. Page 9

10 EOY End of Year Extracts The following files are available on the EOY tab: o SDIS (Student Discipline) o SCTE (Career Technical Education File) o STAS (Student Absence Summary) Please refer to the following documents for more information: CALPADS_End_of_Year_Submission.pdf Career_Pathways.pdf The Student Absence Summary (STAS) file is a new extract in Aeries Web required for the End of Year Reporting (EOY) that will enable the calculation of student-level chronic absenteeism rates. The STAS file will extract Attendance Summary information from the Attendance History (AHS) table. Detailed attendance data will not be sent to CALPADS, only totals for the various aggregates. It is important to review the Absent Code (ABS) table. New options have been added that will be needed for the Student Absence Summary (STAS) file. Attendance History (AHS) table has also been updated with new fields that will be used for the Student Absence Summary (STAS) file. Below are links to more documentation: CALPADS_STAS.pdf Absence_Codes.pdf Attendance_History.pdf Page 10

11 Direct Certification The Load Direct Cert form is used to load the CALPADS Direct Certification File into the Aeries Free and Reduced (FRE) table. This process will load NSLP Code F for NSLP Free students into the FRE table and will update the Eligibility Start Date when needed. If FRE records exist in Aeries without an Eligibility Start Date, the date from the Direct Cert file will be used to update the FRE record. If FRE records exist in Aeries with a current year Eligibility Start Date, the record will not be updated. The FRE Source field will be updated with the code from the Direct Cert file. To load new Direct Certification file into Aeries, follow the steps below. 1. Click on the Select Direct Certification File button and browse to the file 2. Click on the Load Selected File button to load the file 3. Review Direct Certification Import - after the file is loaded, the data can be reviewed. The popup will display the information from the file. Page 11

12 4. Update Free and Reduced This button updates the Free Code (FRE.CD) field and Free Source Code (FRE.SRC) from the loaded data. Other Extracts An will be sent when the update is complete. The Other Extracts tab is used to create the SIAD - Student Information Address File. Options are available to use the residential address or the mailing address. The residential address is the default option. CALPADS only has fields to store the residential address but the mailing address may be needed for testing assessment mailing information. The SIAD Extract tab was created to enable districts to upload a mailing address file to CALPADS. This address information will be provided from CALPADS to assessment vendors during a district testing assessment window. During the rest of the year, the residential address is needed for the Direct Certification process. Until CALPADS adds new fields for the mailing address, in addition to the existing residential address fields, districts may need to upload the SIAD Extract file up during various times of the school year. The options are as follows: Use RESIDENTIAL ADDRESS in the SINF and SIAD Extracts: o This option pulls the following address fields: RAD, RCY, RST, RZC and RZX Use MAILING ADDRESS in the SINF and SIAD Extracts: o This option pulls the following address fields: AD, CY, ST, ZC and ZX A message will display in red with the address option used and the date of the last extract. Page 12

13 File Download Section The File Download Section displays the files created. The file information displays including the file Type, Extract name, Batch # and information when the file was created. A Submit check box is available to indicate files that have been submitted to CALPADS. This check box is informational only. The file reference is stored in the FLI - File Location Information table and the physical file is stored on the reporting engine. The Filters button enables the files to be filtered by Extract Type, user name or date and time. The Reset button can be used to reset the filters. Page 13

14 Code Translations The Code Translations tab is utilized to translate your Aeries code values (local codes) to CALPADS code values. The following page will display. TRANSLATION NOTES The Code Translations will be copied from the Client version to the web, but we suggest they are verified before running any of the available processes. If the Aeries Codes match the CALPADS Codes, the codes do not need to be translated and will not display on this page. Certain values must be translated. Language Fluency, Enrollment Status, Exit Reason, Parent Ed Level, Primary Residence Category and others should be verified before creating extracts. Blank Aeries values can be translated to a CALPADS code. And Aeries code values can be translated to blanks. Student Grade - STU.GR The extract from Aeries will automatically translate grade 0 to "KN" and will automatically add the leading zero to grades 1-9. You only need to enter translation values for grades higher than 12 and less than 0. NOTE: Local codes that match the CALPADS codes do not need to be translated and do not need to display on the Code Translation tab. However, the values are available if you want to use them but it is not required. Certain values must be translated. Page 14

15 CODE TRANSLATION EXAMPLES Below is an example of the Language Fluency Code Set. Select Language Fluency from the dropdown. The Aeries Code dropdown on the left of the page will display codes in the COD table for the STU.LF field. The code value is only 1 character; therefore, they must be translated to the CALPADS codes. Click the mouse on the CALPADS Code dropdown on the right side of the page. Select the Aeries Code on the left that corresponds with the CALPADS Code. Below is an example of the Enrollment Status Code Set. Select Enrollment Status from the dropdown. The Aeries Code dropdown on the left of the page will display codes in the COD table for the STU.SP field. Then select the CALPADS Code dropdown on the right side of the page. Page 15

16 Below is an example of the Parent Ed Level (STU.PED). The Aeries Code dropdown on the left of the page will display codes in the COD table for the STU.PED field. Select the Aeries Code on the left and the corresponding CALPADS Code on the right. Page 16

17 OTHER OPTIONS The Other Options tab on the CALPADS Extracts tab will display various options that MUST be verified before creating extracts. Many of the user options saved by the client version will be translated to the web, but we suggest they are verified them before running any of the available processes. The following options are available on the Other Options tab. Short Term Enrollment field - this is normally STU.SP, but for Court or Juvenile Facilities, this can be a User Code field. Race Intentionally Left Blank Code code value y created for the Race "Declined to State/Unknown". Independent Charter School? reporting requirements are slightly different for Independent Charter Schools. Set this option for a Charter School submitting data to CALPADS independent of your chartering district. Pull County-District Code from School LOC records? Option to extract the County-District Code for the district from the school records in LOC being extracted. This option should be used by "Combo-Districts": districts where there are multiple districts managed in the same Aeries database. STU.TG Values to Skip and STU.SP Values to Skip Allows the extract to skip a STU record in your system that you don't want to send to CALPADS. These students must be flagged with either a STU.TG or STU.SP value so they will be skipped by the extract. Page 17

18 New options added: Golden State Seal and Seal of Biliteracy Options to indicate the Activity Code (ACT.CD) used for Golden State Seal and Seal of Biliteracy tests. The options are used for the SENR file for the new indicators. Multiple codes can be selected. Home Hospital Instruction Used to indicate the Student Program (STU.SP) tag for Home or Hospital Instruction. This option will be used for the Student Absence Summary File (STAS). Multiple codes can be selected. Click on the Save button after selecting the options. LTEL IMPORT The LTEL Import tab is used to load the CALPADS Long-Term English Learner (LTEL) and At-Risk LTEL data File into the Aeries Language Assessment (LAC) table. Importing the LTEL file is a twostep process due to the size of the state file. The pre-process will create a new file that will only contain the information pertaining to the district. The new file can then be uploaded and the Language Assessment data updated. The Language fields for Long Term English Learner (LAC.LT) and Years as English Learner in US School (LAC.YEL) will be updated from the file. Page 18

19 The Aeries CALPADS LTEL Import allows a district to import the full file available from the California Department of Education. The process will create a new file with just students in your district based on the CDS code in the file. If you already have just your district file, that can be imported also. Below are some guidelines for the file that will be imported: In order for the file to import correctly: a) the file must be tab delimited. b) the file must have a '.txt' extension. c) preferably, have the entire state file stored locally. It will process faster. From the LTEL Import tab on the CALPADS Extracts page, the following page will display: Click on the Select Full LTEL File (the entire state file) button and browse to the full state file and click on Open. Page 19

20 Click on the Pre-process the LTEL File button after loading the entire state file. A text file of just your districts students will display. Save the file on your computer. To load the new district file into Aeries, follow the steps below. 1. Click on the Select Your District LTEL File button and browse to the file 2. Click on the Load Selected File button to load the file 3. Review LTEL File - after the file is loaded, the data can be reviewed. The popup will display the information from the file. 4. The Update LAC.LT and LAC.YEL button will load the Language fields for Long Term English Learner (LAC.LT) and Years as English Learner in US School (LAC.YEL) from the file. 5. Overwrite existing LTEL Values option This option will overwrite any LAC.LT and LAC.YEL values with the new values in the file. 6. An will be sent when the update is complete. Below is an example of the . Page 20