CALPADS SSID Enrollment (SENR) [.2239 - .2331]

Last Modified on 08/24/2023 10:22 am CDT

Classic View: CA State Reporting > CALPADS SSID Enrollment (SENR)

Search Terms: CALPADS SSID Enrollment

The CALPADS SSID Enrollment is used to assign a Statewide Student Identifier (SSID) to a student and to manage student enrollments. Records are added, updated, and deleted using specific transaction types chosen in the editor. 

Best Practice

Generate this extract, followed by the CALPADS Student Information (SINF) Extract at least every other week to keep the CALPADS database up to date as students enter or exit from district school.

This record is required for the Fall 1 (Annual Enrollment Update), approximately October 1 to December 15. It should be submitted on an ongoing basis throughout the year as students enroll into and exit from schools and districts.

CALPADS SSID Enrollment

Report Logic

Students are included on the report when:

  • The Enrollment Start Date is within the entered date range, regardless of the Enrollment Start Status when the Report Type is set to Fall 1. 
  • The Enrollment End Date is within the entered date range (including the date selected) when the Enrollment End Status is not blank or 440 when the Report Type is set to End of Year.
  • The student has a grade level change, Interdistrict Transfer Code change or District of Geographic Residence Code change with an End Date within the entered Date Range on the Extract Editor, and the End Status is E150 when the Report Type is set to Change/Update.
  • The student has an enrollment change of any type and the enrollment has a CALPADS reported Enrollment End Status.
  • The Students with no SSID checkbox is marked, only students who have an appropriate enrollment start and/or end date AND status and a blank SSID report.
  • Students marked as No Show report when the start/end date is within the entered date range.

Students are NOT included on the report when:

  • The Enrollment Record has a Service Type of N.
  • Enrollments, grade levels or calendars are marked as State Excluded.

Enrollment service types P and S report. Students who have concurrent enrollment records (primary and secondary enrollments) report a record for each enrollment when the other selection criteria are appropriate to the enrollments.

All active enrollments within the date range selected on the extract editor report as of the active start date of the enrollment based on the selected Report Type:

  • Fall 1 - reports all student enrolled between the date range in the selected calendars.
  • Change/Update - reports students who had an enrollment change of any type and the enrollment has a CALPADS reported Enrollment End Status. 
  • End of Year - reports students who have an enrollment end date within the entered date range and their enrollment end status is reportable. When the end status is null or a non-reportable status, and/or the End Date is null, the student does not report.
    • These end statuses are reportable: T160, 100, 104, 106, 108, 120, 250, 320, 330, 360, 480, E125, E130, E150, E155, E170, E140, E300, E400, E410, E450, N470, T165, T167, T180, T200, T240, T260, T280, T370, T380, E230, N43.
    • These end statuses have been deactivated, but still report: T270, T310, T460.

When the student has multiple reportable continuous enrollments in the same calendar (Start Date in the date range or an End Date in the date range, and an End Status other than blank, 440 or E490) in the same school, multiple enrollments report as one. The latest End Date with a reportable End Status report as the Student School Exit Date, unless the End Status is N470.

  • Start Date 
  • Enrollment Service Type 
  • CALPADS Enrollment Status

When the student has multiple enrollments in the same calendar with the end status of 440, the following reports from the last enrollment of that year: 

  • Grade Level 
  • Enrollment Exit Date 
  • Student Exit Code 
  • Resident District 
  • NPS School 
  • Receiver School
  • UC/CSU Requirements Met 

All enrollments within the same school that have a change in Grade Level, Interdistrict Transfer Code or District of Geographic Resident report. The E150 End Status is used to end enrollments for these changes.

An enrollment start or end that is NOT a Grade Level, Interdistrict Transfer or District of Geographic Residence does not need to report.

Reports students with enrollment records currently active within the date range. Active enrollment records include records with start and end dates that can be inside or outside the selected date range.

Operational Keys

  • School of Attendance (Field 6)
  • SSID (Field 8)
  • Student School Start Date (Field 23)

Students with Service Type S: Partial enrollments should have a value chosen in the CALPADS Enrollment Status field in the State Reporting Enrollment Editor. When a value is not chosen, the student reports with the default value 20: Secondary Enrollment in the extract.

Student Enrollment Editor Fields 

Non-Binary Gender Reporting

Schools can assign students a gender of M: Male, F: Female, X: Non-binary. This is done on the Identities tool and/or the Demographics tool. 

CALPADS Extracts use the Legal Gender field included in the Protected Identity Information to report student and staff identity information.

To record a gender of X: Non-binary, on the Identities tool:

  1. Assign the Gender of X: Non-Binary in the standard identify fields.
  2. Assign the Protected Identity Information Legal Gender of M: Male, F: Female, or X: Non-binary.
  3. Save the record when finished.

Screenshot of the Gender and Legal Gender fields for California. Gender and Legal Gender Assignment

Validate SENR Data

Use the Data Validation Report to correct any student data prior to the submitting the CALPADS file to the state. Validation Groups and Validation Rules are provided by Infinite Campus for a specific CALPADS extract (listed below). These groups are used to return certain rules assigned to each group.

Modifications to the Validation Rules and Validation Groups can be made if your district has purchased the Campus Analytics Suite; otherwise, they are read-only. 

Users can select the Missing or Incorrect Data Validation Group, which returns any missing or incorrect data that is reported in the CALPADS Extract, like a missing enrollment exit reason or an incorrect date, for example.

Note that examples refer to CALPADS SENR.

Screenshot of the Data Validation Report editor. Data Validation Report - Missing/Incorrect Data

The report first lists a Summary of the issues found and the total number of occurrences.

Screenshot of an example of the Data Validation Report summary list. Validate Report Summary List

Then, click the Rule in the Summary column (for HTML format), or scroll through the report to see which students meet the criteria of the rule logic.

Screenshot of an example of the Data Validation Report results. Validate Report Results

Refer to the tables below, which includes the rule, rule logic and location, for correcting the data.

Missing or Incorrect Data

The Missing or Incorrect Data Report uses the following rules and logic (open the Click here to Expand section below to see each rule).

Click here to expand...

Rule NumberIssueLogicLocation
N/AStudents with Missing InformationReports students whose Demographics record is missing the following information:
  • First Name, Last Name
  • Birth Date
  • Gender
  • Date Entered US School - reports when this field is not populated, but the US Birth Country or US Birth State fields are populated
  • Language Codes when the Home Primary Language is 99: Other Non-English Languages
Census > People > Demographics > Last Name, First Name, Birth Date, Gender, Date Entered US School, Home Primary Language
FRMT0001Wrong Field LengthReports fields that do not meet the maximum required length as determined by CALPADS.

This rule checks ALL fields in the report layout; refer to the SSID Enrollment File Layout for the length of each field.		N/A
FRMT0002Wrong Date FormatIndicates one of the following fields is not in the recommended date format of CCYYMMDD: 
  • Student Birth Date
  • Enrollment Start Date
  • Enrollment Exit Date
Census > People > Demographics > Person Information > Birth Date

Student Information > General > Enrollments > General Enrollment Information > Start Date, End Date
FRMT0004Value not consistent with Field TypeReports fields that are not the correct format for that field. For example, a field that is numeric is reporting as alphabetic.

The following fields are validated:
  • Record Type Code
  • Transaction Type Code
  • Student Legal Name Suffix Code
  • Student Gender Code
  • Student Birth State Province Code
  • Student Birth Country Code 
  • Enrollment Status Code
  • Grade Level Code
  • Student Exit Reason Code
  • Student School Completion Status
  • Student School Transfer Code
Refer to the CALPADS File Specifications document for the format of each field type. 
  • When the Field Type is CS, each character in the field must be in the Character String character set.
  • When the Field Type is DT, each character in the field must be a number or forward slash (/).
  • When the Field Type is NU, each character in the filed must be a number of decimal point. 
N/A
GERR0007Code Submitted Outside the Effective Date Range. Indicates that the code applies to a date range that is outside of the effective date range entered on the extract editor.

This validates against all fields in the extract. 		N/A
SENR0013Enrollment Start Date before Birth DateReports students whose Enrollment Start Date is BEFORE their Birth Date

For example, a student with a birth date of May 2014 should not have an Enrollment Start Date of September 2013.		Student Information > General > Enrollments > General Enrollment Information >Start Date

Census > People > Demographics > Person Information > Birth Date
SENR0014Enrollment Start Date is greater than the Current Date plus 6 monthsReports students whose Enrollment Start Date is six months in the future.Student Information > General > Enrollments > General Enrollment Information > Start Date
SENR0015Missing Exit DateReports students whose Enrollment End Status field is populated, but the Enrollment End Date field is not populated.Student Information > General > Enrollments > General Enrollment Information > End Date, End Status
SENR0018Invalid Exit Date for the Submitted Exit ReasonReports students whose Enrollment End Date is the same as the Enrollment Start Date AND the Enrollment End Status State Code is NOT set to N470: No Show.

The student's Enrollment Exit Date must be greater than or equal to the Enrollment Start Date, unless the student's Exit Reason Code = 470 (No Show), in which case the date must be on or one day prior to the Start Date.		Student Information > General > Enrollments > General Enrollment Information > Start Date, End Date, End Status
SENR0019Enrollment Exit Date is greater than the Current Date plus 30 DaysReports students whose Enrollment End Date is one month in the future.Student Information > General > Enrollments > General Enrollment Information > End Date
SENR0020Missing Exit ReasonReports students whose Enrollment End Date field is populated, but the Enrollment End Status field is not populated.Student Information > General > Enrollments > General Enrollment Information > End Date, End Status
SENR0021Duplicate Records with a Status of GraduatedReports students who have multiple enrollments with an End Status Code of 100: Graduated, HS Diploma.Student Information > General > Enrollments > General Enrollment Information > End Status
SENR0023Invalid Exit Reason and Grade Level CombinationReports students who have enrollments where the Enrollment End Status and Grade Level Combination is not valid.

End Statuses that are NOT associated with the grade levels listed below are reported:
  • E125: Special Ed, prior Completer with Grade Levels of 07, 08, 09, 10, 11, 12.
  • E450: PreK-6 Exit with Grade Levels of 01, 02, 03, 04, 05, 06, IN, KN, PS, TD.
  • T260: Enroll Adult Ed program with Grade Levels of 07, 08, 09, 10, 11,1 2, AD.
  • T280: Enrolled in college with Grade Levels of 07, 08, 09, 10, 11, 12, AD.
Student Information > General > Enrollments > General Enrollment Information > End Status, Grade Level
SENR0024Re-enrolling Graduate within LEAReports students who have multiple enrollments where the Enrollment End Status on one enrollment is 100: Graduated, HS Diploma and the second enrollment has a CALPADS Enrollment Status that is NOT 50: Non ADA.Student Information > General > Enrollments > General Enrollment Information > End Status

Student Information > General > Enrollments > State Reporting Fields > CALPADS Enrollment Status
SENR0026Invalid Birth Date or Grade for CPHSE CompletionReports students who have an enrollment with an Enrollment End Status of 330: Passed CHSPE, no HS Diploma and the student's age as of the enrollment end date is less than 16.Student Information > General > Enrollments > General Enrollment Information > End Status

Census > People > Demographics > Birth Date
SENR0027Multiple Primary Enrollments within LEAReports students who have multiple enrollments without an Enrollment End Date, or a single primary enrollment with a secondary enrollment that has a CALPADS Enrollment Status of 30: Short Term, and the secondary enrollment is more than 30 days.Student Information > General > Enrollments > General Enrollment Information > End Date

Student Information > General > Enrollments > State Reporting Fields > CALPADS Enrollment Status
SENR0030Missing Expected Receiver School of AttendancePart 1:
Reports students who have an Enrollment End Status Code of T165: Trans for specific discipline reason or judgement and the Receiver School Code is not populated.

Part 2:
Reports students whose School Type on the School of Attendance is one of the following and the Enrollment End Status is T160: Regular, non-discip transfer to public CA School and the Receiver School Code is not populated:
  • 04: County Community School
  • 05: Juvenile Court School
  • 12: Community Day School
  • 13: Continuation School
  • 14: Opportunity School or Program
Student Information > General > Enrollments > General Enrollment Information > End Status

Student Information > General > Enrollments > State Reporting Fields > Receiver School

System Administration > Resources > School > School Detail > Type
SENR0036Invalid Country and State-Province CombinationReports students whose first two characters of the Birth State field does not match the first two characters of the Birth County field. A Birth State of US-CA: California would not have a Birth State field of DZ: Algeria.Census > People > Demographics > Person Information > Birth State, Birth Country
SENR0225Invalid Student Age or Adult Ed Exit or Completion CodeReports students who have an Enrollment End Status of the following, and who are not 18 on their Enrollment Exit Date.
  •  250: Adult Ed High School Diploma
  • T260: Enroll Adult Ed Program
  • T270: Enroll Adult Ed then dropped
Student Information > General > Enrollments > General Enrollment Information > End Status, End Date

Census > People > Demographics > Person Information > Birth Date
SENR0226Duplicate SSID Request within FileReports students who have duplicate student numbers and no state ID.Census > People > Demographics > Person Identifiers > Local Student Number, Student State ID
SENR0227Invalid School Completion Code and Grade Level CombinationReports students whose Enrollment End State and Enrollment Grade Level is not a valid combination.

End Statuses that are NOT associated with the grade levels listed below are reported:
  • 100: Graduated, HS Diploma or 120: Special Ed Certificate of Completion with Grade Levels of 10, 11, 12, and AD
  • 120: Special Ed Certificate of Completion with Grade Levels of 10, 11, 12, and AD
  • 250: Adult Ed High School Diploma with Grade Levels of 11, 12, and AD
  • 320: Completed GED, no HS Diploma with Grade Levels of 07, 08, 09, 10, 11, 12, and AD
  • 330: Passed CHSPE, no HS diploma with Grade Levels of 07, 08, 09, 10, 11, 12, and AD
  • 480: Promoted (matriculated to CAPubSchl) with Grade Levels of 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, IN, KN, and PS
  • 485: Promoted (matriculated to NonCAPubSchl) with Grade Levels of 01, 02, 03, 04, 05, 06, 07, 08, 09, 10, 11, IN, KN, and PS
Student Information > General > Enrollments > General Enrollment Information > End Status, Grade Level

Census > People > Demographics > Person Information > Birth Date
SENR0262Invalid Age for Kindergarten (KN) StudentReports students whose Enrollment Grade Level is KN and the student is under the age of 4 or is 8 years or older.Student Information > General > Enrollments > General Enrollment Information > Grade Level

Census > People > Demographics > Person Information > Birth Date
SENR0265Invalid Student Age for GED, TASC, HiSET Completion CodeReports students whose Enrollment End State Code is 320: Completed GED, no HS diploma and the student is less than 16 years old as of the Enrollment Exit Date.Student Information > General > Enrollments > General Enrollment Information > Grade Level

Census > People > Demographics > Person Information > Birth Date
SENR0269Student Grade Level is outside the designated grade level for the calendar.Reports students whose enrollment grade level is not in their calendar of enrollment.Student Information > General > Enrollments > General Enrollment Information > Grade Level

System Administration > Calendar > Calendar > Grade Level
SENR0286Student Enrollment Records with Incorrect Start DatesReports students who have two enrollments at the same school, one with an Enrollment End Status of E150: MidYear Grade Level Exit and the other Enrollment Start Date is NOT EQUAL to the Enrollment End Date plus one day.Student Information > General > Enrollments > General Enrollment Information > Enrollment End Status, Enrollment Start Date, Enrollment End Date
SENR0287Student Enrollment Records Not Between May 15 and August 15Reports students whose Enrollment End Status is E155: Year End Grade Level Exit and the Enrollment End Date is not between May 15 and August 15 of the selected year.Student Information > General > Enrollments > General Enrollment Information > Enrollment End Status, Enrollment End Date
SENR0302Invalid Student Exit Reason Code and Secondary Non-ADA Enrollment Status CombinationReports students whose Enrollment Service Type is S (Partial) and the Enrollment End Status is NOT equal to E170: Secondary Enrollment Exit or is not populated.

This validation is for Student Exit Reason Code and Enrollment State Code fields.		Student Information > General > Enrollments > General Enrollment Information > Enrollment End Status, Service Type
SENR04087Enrollment Status cannot equal 50 for AD Grade LevelReports students whose CALPADS Enrollment Status is 50: Non ADA and the Enrollment Grade Level is AD.Student Information > General > Enrollments > General Enrollment Information > Grade Level

Student Information > General > Enrollments > State Reporting Fields > CALPADS Enrollment Status
SENR0522Invalid Exit Code for Enrollment Status 50 (Non-ADA Enrollment)Reports students whose CALPADS Enrollment Status is 50: Non ADA and the Enrollment End Status Code is not E170: Secondary Enrollment Exit, N470: No Show, E150: MidYear Grade Level Ex, or is not populated.Student Information > General > Enrollments > General Enrollment Information > Enrollment End Status

Student Information > General > Enrollments > State Reporting Fields > CALPADS Enrollment Status
SENR0523Invalid Enrollment Status for Exit Reason Code E170Reports students whose Enrollment End Status is E170: Secondary Enrollment Exit and the Enrollment Service Type is S: Partial and the CALPADS Enrollment Status is NOT 50: Non ADA, 20: Secondary, or not populated.Student Information > General > Enrollments > General Enrollment Information > Enrollment End Status

Student Information > General > Enrollments > State Reporting Fields > CALPADS Enrollment Status
SENR0559Invalid Enrollment Status for Grade Level IN, TDReports students whose Enrollment Grade Level is IN or TD, and the CALPADS Enrollment Status is NOT 50: Non ADA.Student Information > General > Enrollments > General Enrollment Information > Grade Level

Student Information > General > Enrollments > State Reporting Fields > CALPADS Enrollment Status

No Show StudentsReports students who are marked as No Show.Student Information > General > Enrollments > General Enrollment Information > No Show

Report Editor

The following fields are available on the CALPADS SSID Enrollment (SENR) editor.

Options vary depending on whether the Traditional Reporting Method or Transactional Reporting Method is selected.

  • The Traditional Reporting Method uses a Reporting Date and the records for Add and Update records are in one file.
  • The Transactional Reporting Method uses an End Date or a Modified Date, and separate files are generated for Add records and Update records.

Traditional Reporting Method

Field

Description

Reporting DateWhen a reporting date is entered, only records active as of the selected date report. For the Reporting Date and Date Range fields, only one option can be used at a time when generating a report.

Date Range

Indicates the start and end dates of enrollments to use when updating student records.

Transaction Type

Indicates the type of transaction that occurs:

  • Add/Update - student enrollment information is added and/or updated
  • Delete - student enrollment information is deleted.
  • Replace - existing student enrollment information is replaced with new information
Report Type

Selection determines which students report:

  • Fall 1 - reports all student enrolled between the date range in the selected calendars.
  • Change/Update - reports students who have an enrollment change of any type and the enrollment has a CALPADS Enrollment End Status. 
  • End of Year - reports students who have an enrollment end date within the entered date range and their enrollment end status is reportable. When the end status is null or a non-reportable status, and/or the End Date is null, the student does not report.

See the Report Logic section for more information.

Format

Selection indicates the format type of the extract. Use the State Format (Caret Delimited) when submitting the information to the state. Use the CSV or HTML format when verifying and testing student data.

Student with no SSID

When marked, only those students who have an Enrollment Start and/or End Date within the entered date range and an appropriate Enrollment Status (see the Report Logic section) AND a blank State ID report.

Legal Name and Gender

When marked, the student's legal name and gender information reports from the Protected Identity Information, instead of the student's name and gender.


See the Non-Binary Gender Reporting section for more information.

Ad hoc Filter

Select which students to include in the extract by choosing a filter that was created in the Filter Designer.

Calendar Selection

Select the calendar of enrollment from which to pull student data. Calendars can be chosen by the active year, by the school name or by the year. 

Report Generation Options

Choose the Generate Extract to display the results of the chosen items immediately. Choose the Submit to Batch option to generate the report at a specified time. This option is helpful when generating large amounts of data.

Transactional Reporting Method

Field

Description

Update Based OnIndicates how enrollment records are determined to be included - by the Enrollment End Date or the Modified Date.
Reporting Date
Required		When a reporting date is entered, only records active as of the selected date report. For the Reporting Date and Date Range fields, only one option can be used at a time when generating a report.

Previous Submission Date
Required		Indicates the last date the report was generated and submitted.

Transaction Type

Indicates the type of transaction that occurs:

  • Add/Update - student enrollment information is added and/or updated. This selection separates the Added enrollments into one file, and the Updated enrollments into another field. 
    • Added enrollments are those students whose enrollment start dates are AFTER the entered Previous Submission Date and BEFORE OR EQUAL To the Reporting Date.
    • Updated enrollments are those students:
      • whose enrollments were modified AFTER the Previous Submission Date and BEFORE OR EQUAL TO the entered Reporting Date when Update Based On Modified Date is selected; OR
      • whose enrollments were ended AFTER the Previous Submission Date and BEFORE OR EQUAL TO the Reporting Date, when Update Based On End Date is selected.
  • Replace - existing student enrollment information is replaced with new information.
    • Replace records are contained in one file and include:
      • Any enrollments with a start date AFTER the Previous Submission Date and BEFORE OR EQUAL TO the Reporting Date;
      • Any enrollments with a Modified Date AFTER the Previous Submission Date and BEFORE OR EQUAL TO the Reporting Date, when Update Based On Modified Date is selected.
      • Any enrollments with a End Date AFTER the Previous Submission Date and BEFORE OR EQUAL TO the Reporting Date, when Update Based On End Date is selected.
Report Type

Selection determines which students report:

  • Fall 1 - reports all student enrolled between the date range in the selected calendars.
  • Change/Update -reports students who have an enrollment change of any type and the enrollment has a CALPADS Enrollment End Status. 
  • End of Year - reports students who have an enrollment end date within the entered date range and their enrollment end status is reportable. When the end status is null or a non-reportable status, and/or the End Date is null, the student does not report.

See the Report Logic section for more information.

Format

Selection indicates the format type of the extract. Use the State Format (Caret Delimited) when submitting the information to the state. Use the CSV or HTML format when verifying and testing student data.

Student with no SSID

When marked, only those students who have an Enrollment Start and/or End Date within the entered date range and an appropriate Enrollment Status (see the Report Logic section) AND a blank State ID report.

Legal Name and Gender

When marked, the student's legal name and gender information reports from the Protected Identity Information, instead of the student's name and gender.


See the Non-Binary Gender Reporting section for more information.

Ad hoc Filter

Select which students to include in the extract by choosing a filter that was created in the Filter Designer.

Calendar Selection

Select the calendar of enrollment from which to pull student data. Calendars can be chosen by the active year, by the school name or by the year. 

Report Generation Options

Choose the Generate Extract to display the results of the chosen items immediately. Choose the Submit to Batch option to generate the report at a specified time. This option is helpful when generating large amounts of data.

Generate the CALPADS SSID Enrollment File Using the Traditional Reporting Method

  1. Enter the desired Reporting Date.
  2. Enter a Date Range for the report.
  3. Select the Transaction Type for this file.
  4. Select the Report Type from the dropdown list.
  5. Select the Format of the report.
  6. Select the Student with no SSID checkbox only when students who do not have an SSID should be included in this file.
  7. Select the Legal Name and Gender checkbox to report the students' legal and name and gender information.
  8. Use the Ad hoc Filter to select students already included in a filter. This is not required. When not chosen, all students who have the appropriate enrollment start or end status during the entered date range are included.
  9. Select the Calendars to include in the file.
  10. Click the Generate Extract button or generate the extract at a specified time using the Submit to Batch button. The file appears in a new window in the selected format.

SSID Enrollment File - State Format (Caret Delimited) 

SSID Enrollment File - CSV Format 

SSId Enrollment File - HTML Format 

Generate the CALPADS SSID Enrollment File Using the Transactional Reporting Method

  1. Select the desired option for Update Based On - End Date or Modified Date.
  2. Enter the desired Reporting Date.
  3. Enter the Previous Submission Date. 
  4. Select the Transaction Type for this file.
  5. Select the Report Type from the dropdown list.
  6. Select the Format of the report.
  7. Select the Student with no SSID checkbox only when students who do not have an SSID should be included in this file.
  8. Select the Legal Name and Gender checkbox to report the students' legal and name and gender information.
  9. Use the Ad hoc Filter to select students already included in a filter. This is not required. When not chosen, all students who have the appropriate enrollment start or end status during the entered date range are included.
  10. Select the Calendars to include in the file.
  11. Click the Generate Extract button. Or generate the extract at a specified time using the Submit to Batch button. Confirmation of the transactional file being created displays in a new browser window. To get the report, click the Get the Report link in the Batch Queue List. 

SSID Enrollment File Layout

Data Elements

Description

Location

Record Type Code

Required

Type of data record being submitted. Always reports as SENR.


Alphanumeric, 4 characters

Data not stored

Transaction Type Code

Action the state should take with this record. Chosen on the Extract Editor.

  • D = Delete
  • R = Replace
  • Blank or no transaction type = Add/Update

Alphanumeric, 1 character

Data not stored

Local Record ID

N/AN/A

Reporting LEA

Required

A unique identifier for the educational service institution responsible for obtaining and maintaining a student’s Statewide Student Identifier by way of an enrollment record in CALPADS.


When the reporting calendar is from a School with Type = 15: Independently Reporting Charter, the State School Number reports (not the State District Number).


This field reports the Secondary District Number when the reporting calendar has a School Type of 16: Secondary State District Number.


Numeric, 7 digits

System Administration > Resources > District Information > State District Number


District.number

System Administration > Resources > School > School Type


School.type

System Administration > Resources > School > School Number


School.number

School of Attendance

Required

Reports the State School Number from the student's enrollment record. When the CDS Number is populated on the School editor, that value reports.

Numeric, 7 digits

System Administration > Resources > School > State School Number


School.number

System Administration > Resources > School > CDS Number

School of Attendance NPS

Required

School number when student attends NPS school. This is reported when populated on enrollment.

Only required when the School of Attendance reports 0000001.


Numeric, 7 digits

Student Information > General > Enrollments > Special Education Fields > NPS School Code


Enrollment.code

Academic Year ID

Required

School year identifier.


Date field, 9 characters (CCYY-CCYY)

System Administration > Calendar > School Years > Start Year/End Year


Calendar.year

SSID

Required

Student’s State ID.

When the student does not have a state ID at the time the file is generated, the field reports blank.

This is only required when submitting a record with Transaction Type of Delete or Replace.


Numeric, 10 digits

Census > People > Demographics > Person Identifiers > State ID


Person.stateID

Local Student ID

Required

Student's Local ID.


Numeric, 15 digits

Census > People > Demographics > Person Identifiers > Student Number


Person.studentNumber

Student Legal First Name

Required

Reports the student’s legal first name.


When the Legal First Name field is populated, information reports from that field.


Alphanumeric, 30 characters

Census > People > Demographics > Person Information > First Name


Identity.firstName

Census > People > Identities > Identity Information > Protected Identity Information > Legal First Name


Identity.legalFirstName

Student Legal Middle Name


Reports the student’s legal middle name.


When the Legal Middle Name field is populated, information reports from that field.


Alphanumeric, 30 characters

Census > People > Demographics > Person Information > Middle Name


Identity.middleName

Census > People > Identities > Identity Information > Protected Identity Information > Legal Middle Name


Identity.legalMiddleName

Student Legal Last Name

Required

Reports the student’s legal last name.


When the Legal Last Name field is populated, information reports from that field.


Alphanumeric, 30 characters

Census > People > Demographics > Person Information > Last Name


Identity.lastName

Census > People > Identities > Identity Information > Protected Identity Information > Legal Last Name


Identity.legalLastName

Student’s Legal Name Suffix Code

Indication student is considered a Junior, III, etc. 


Alphanumeric, 3 characters

Census > People > Demographics > Person Information


Identity.suffix

Student Alias First Name

Student’s first name (populated from an earlier identity).


When the Legal First Name field is populated on the earlier identity, information reports from that field.


When the Alias First Name, Alias Middle Name and Alias Last Name is the same as the Legal First Name, Legal Middle Name, and Legal Last Name, this field reports blank.


Alphanumeric, 30 characters

Census > People > Demographics > Person Information > First Name


Identity.firstName

Census > People > Identities > Identity Information > Protected Identity Information > Legal First Name


Identity.legalFirstName

Student Alias Middle Name

Student’s middle name (populated from an earlier identity).


When the Legal middle Name field is populated on the earlier identity, information reports from that field.


When the Alias First Name, Alias Middle Name and Alias Last Name is the same as the Legal First Name, Legal Middle Name, and Legal Last Name, this field reports blank.


Alphanumeric, 30 characters

Census > People > Demographics > Person Information > Middle Name


Identity.middleName

Census > People > Identities > Identity Information > Protected Identity Information > Legal Middle Name


Identity.legalMiddleName

Student Alias Last Name

Student’s last name (populated from an earlier identity).


When the Legal Last Name field is populated on the earlier identity, information reports from that field.


When the Alias First Name, Alias Middle Name and Alias Last Name is the same as the Legal First Name, Legal Middle Name, and Legal Last Name, this field reports blank.


Alphanumeric, 50 characters

Census > People > Demographics > Person Information > Last Name


Identity.lastName

Census > People > Identities > Identity Information > Protected Identity Information > Legal Last Name


Identity.legalLastName

Student Birth Date

Required

Reports the day, month and year student was born.


Date field, 8 characters (CCYYMMDD)

Census > People > Demographics > Person Information


Identity.birthDate

Student Gender Code

Required

Reports the student’s gender.


When the Legal Gender field is populated, information reports from that field.


Alphanumeric, 1 character (M or F)

Census > People > Demographics > Person Information > Gender


Identity.gender

Census > People > Identities > Identity Information > Protected Identity Information > Legal Gender


Identity.legalGender

Student Birth City

City in which the student was born.


Alphanumeric, 30 characters

Census > People > Demographics > Person Information > Birth City


Identity.birthCity

Student Birth State Province Code

State or province in which the student was born.

The 2-character country code part of the Birth State code must generally match the Birth Country code when submitted. However, combinations like Birth Country=PR: Puerto Rico and Birth State=US-PR: Puerto Rico does not cause an error.


Alphanumeric, 6 characters (XX-YY or XX-YYY)

Census > People > Demographics > Person Information > Birth State


Identity.birthStateNoSIF

Student Birth Country Code

Required

Country in which the student was born.


Alphanumeric, 2 characters

Census > People > Demographics > Person Information > Birth Country


Identity.birthCountry

Enrollment Start Date

Required

As long as the student has remained continuously enrolled in the school, as indicated by a Start Status of 15 or 30, the earliest start date in that school is reported.

This reports the first historical enrollment start date in the reporting school that has a start status code not equal to 15 or 30. When the School Start Date is populated on the active/reporting enrollment, that date overrides the calculation.


Date field, 8 characters (CCYYMMDD)

Student Information > General > Enrollments > General Enrollment Information > Start Date


Enrollment.startDate

Student Information > General > Enrollments > State Reporting Fields > School Start Date

Enrollment Status Code

Required

Student’s enrollment status at the reporting school. See the California Enrollment page for more information. 

  • When Service Type is P, this reports as 10
  • When Service Type is S, this reports as 20 (unless there is a value chosen in CALPADS Enrollment Status).
  • When Service Type is N, record is not reported.

Numeric, 2 digits

Student Information > General > Enrollments > General Enrollment Information > Service Type


Enrollment.serviceType

Student Information > General > Enrollments > State Reporting Fields > CALPADS Enrollment Status

Grade Level Code

Required

Student’s state grade level. When SSID is null, data is required.


Alphanumeric, 2 characters

Student Information > General > Enrollments > General Enrollment Information > Grade


Enrollment.grade

Enrollment Exit Date

Date student’s enrollment record ended.

This reports unless end status is 440.


Date field, 8 characters
(CCYYMMDD)

Student Information > General > Enrollments > General Enrollment Information


Enrollment.endDate

Student Exit Reason Code

Reports the student’s Enrollment End Status when populated.

When the end status is E490 or 440, this field reports blank.


When end status is 100, 104, 106, 108, 120, 250, 320, 330, 360, 480, or 485, a value of E230 reports.

When another end status, the actual code reports.

See the California Enrollments page for more information.


Alphanumeric, 4 characters

Student Information > General > Enrollments > General Enrollment Information > End Status


Enrollment.endStatus

Student School Completion Status

Required

Reports the student’s enrollment completion status.

This is only required when Student Exit Reason Code reports E230 (Enrollment End Status = 100, 104, 106, 108, 120, 250, 320, 330, 360, 480, or 485).

See the California Enrollments page for more information.


Numeric, 3 digits

Student Information > General > Enrollments > General Enrollment Information > End Status


Enrollment.endStatus

Expected Receiver School of Attendance

Required

School number student is expected to attend.


Only required when T165 or T160 (from an Alternative School) is reported in Student Exit Reason Code.

This reports only when exit status is T165 or when exit status is T160 and School Type is:

  • 04: County Community
  • 05: Juvenile Court
  • 12: Community Day
  • 13: Continuation
  • 14: Opportunity School or Program

Numeric, 7 digits

Student Information > General > Enrollments > State Reporting > Receiver School


CustomStudentEnrollment.receiver
School

System Administration > Resources > School Type

Student met all UC CSU Requirements Indicator

Required

Indicator that graduated student met UC/CSU requirements.


Only required when the student's School Completion Status is 100, 106 or 108.


Alphanumeric, 1 character (Y or N)

Student Information > General > Enrollments > State Reporting > UC/CSU Require


CustomStudent
Enrollment.UCCSUReqs

Student School Transfer Code

Reports the assigned Interdistrict Transfer code from the student's enrollment record on the reporting date, when populated. Otherwise, this field reports blank. Options are:

  • Other Interdistrict Transfer Agreement
  • Public School Choice - Program Improvement
  • Public School Choice Transfer - Persistently Dangerous
  • District of Choice Transfer

Numeric, 1 digit

Student Information > General > Enrollments > State Reporting > Interdistrict Transfer

Enrollment.interdistrictTransfer
District of Geographic Residence

Reports the number from the Resident District Number field on the student's active enrollment on the reporting date when this number is different from the State District Number for the reporting school.


Otherwise, this field reports blank.


Numeric, 7 digits

Student Information > General > Enrollments > State Reporting > District of Geographical Residence Number

Enrollment. residentDistrict
Student Golden State Seal Merit Diploma

Indicates whether a high school student has earned the Golden State Seal Merit Diploma.


Reports a value of Y when the student's Enrollment End Status (Student Completion Code) is 100: Graduated, HS Diploma and the Golden Seal of Merit Diploma is selected on the Graduation tool.


When there is no State Seal, a value of N reports (even when there is an Enrollment End Status of 100).


When there is no State Seal selected and no Enrollment End Status of 100, this field reports blank.


Alphabetic, 1 character

(Y or N)

Student Information > General > Enrollments > General Enrollment Information > End Status


Enrollment.endStatus

Student Information > General > Graduation > State Seal Information


GraduationSeal.stateSeal

Student Seal of Biliteracy Indicator

Indicates whether a high school student has earned the Golden State Seal of Biliteracy.


Reports a value of Y when the student's Enrollment End Status (Student Completion Code) is 100: Graduated, HS Diploma and the Seal of Biliteracy is selected on the Graduation record.


When there is no State Seal, a value of N reports (even when there is an Enrollment End Status of 100).


When there is no State Seal selected and no Enrollment End Status, this field reports blank.


Alphabetic, 1 character

(Y or N)

Student Information > General > Enrollments > General Enrollment Information > End Status


Enrollment.endStatus

Student Information > General > Graduation > State Seal Information


GraduationSeal.stateSeal

Adult Age with Students with Disabilities Transition

Indicates whether a student with disabilities who is at least 17 years old is participating in a program to assist in the student’s transition from school to adult life, including education and training, employment and independent living.

  • Reports Y when the student has the Adult Age Students with Disability checkbox is marked on the enrollment record AND the student has a Program flag of 144 and the student's age at the start of enrollment is aged 17 or higher, and the state grade of enrollment is 12.
  • Reports N when the Adult Age Students with Disability checkbox is not marked on the enrollment record.

When the student is not in Program 144, reports blank. 


Alphabetic, 1 character

(Y or N)

Student Information > General > Enrollment > Special Ed Fields > Adult Age Students with Disability


Enrollment.postSecondaryTransitionInd



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