How do I manage CALPADS EOY 2 data in Aeries?

Student Programs

According to the CALPADS Data Guide , End of Year submissions (EOY) include “all students who have participated – at any time during the year – in any of the programs.”

Therefore, EOY 2 program reporting includes all of the student programs from Fall 1 which should be continually updated throughout the year, and also the remaining programs not yet required to be reported to the state which include:

  • Program Eligibility/participation (also included in this article):
    • 504 Accommodation Plan (101)
    • Opportunity Program (108)
    • California Partnership Academy (113)
    • Pregnant or Parenting Programs (162)
    • NCLB Title I Part A Basic Targeted (122)
    • NCLB Title I Part A Neglected (174)
    • Transitional Kindergarten (185)
    • *Homeless Program Eligible (191) – also collected during Fall 1, must be reviewed during EOY; and is visible in EOY3 Aggregate Reports.
    • Armed Forces Family Member Eligible (192)

Step 1: Turn on Highlight State Reporting Fields Indicator

Before starting any updates in Aeries, first turn on the Highlight State Reporting Fields (checkbox) to ensure you are completing all the necessary data points.  Keep this on as you work in Aeries.

From the Start Page > Use the dropdown arrow in the upper right corner (to the right of your name) > click the checkbox next to “Highlight State Reporting Fields”.

Step 2: Enter/Edit a Program

From the Start Page > search for the student by last name or Local ID.

Once a student record is opened in Aeries, click on the “Programs” button (left panel menu).  From here you have a couple of options.  Aeries suggests that if there is an Aeries table available for the program, use the table instead of Special Programs (PGM Table).

For example: GATE, 504 Plans and Free/Reduced have their tables and screens.  Your school must determine which table/screen will be used and be consistent with the creation of programs.  WARNING:  DO NOT place programs in both the (example) 504 Plan screen and the Special Programs screens!  Use one or the other, but not both.

Then you will have an option to Add a “New Record”, choosing from a pull down menu will expose all of the different types of student programs.  You should have a huge list to choose from but remember that only the ones listed above count for CALPADS EOY 2!

Step 3: Enter New Program

See Step 4 to Edit a Program

If you follow the steps below, you will enter your EOY programs such that Aeries will report them correctly:

Step 3a: Enter the Eligible Start and End Dates

Step 3b: (NCLB Title 1 Part A Basic ONLY): Enter the Services Received (Up to 6)

NCLB Title 1 Part A Basic Targeted Services include:
05 – Instruction Mathematics
06 – Reading Language Arts
07 – Science
08 – Social Studies
09 – Vocational/Career
10 – Other Instructional Service
11 – Health Dental and Eye Care
12 – Guidance/Advocacy
13 – Other Support Service

Step 3c:  Click “Save” to retain the Program

Once you have added your programs, they should appear on the right side window and at the top of the screen!

Step 4: Edit a Program

Click on the pencil to the right of the Program and update the applicable information that is in need of an update. Then click Save.

Program Descriptions

Program: 504 Accommodation Plan (101)

  • Start Date = Represents the first date that the student was identified as having a 504 Accommodation Plan.
  • End Date = Represents the date the student was no longer identified as having a 504 Plan.

Program: NCLB Title I Part A Basic Targeted (122)

  • These data were formerly collected on the Consolidated Application (ConApp), Part II.
  • LEAs do not need to report students participating in NCLB Title I Part A Basic Schoolwide.

NOTE: CALPADS will not collect Title I Part A participation in schoolwide programs. The CDE knows which schools are Title I Part A schoolwide participants; therefore, all students in those schools would be counted as participants

For more information, refer to the CALPADS Data Guide.

Program: NCLB Title I Part A Neglected (174)

For more information, refer to the CALPADS Data Guide.

Program: Opportunity Program (108)

Serves students who are habitually truant, irregular in attendance, insubordinate, disorderly, or failing academically.

For more information, refer to the CDE’s Opportunity Program page.

Program: California Partnership Academy (113)

The CPA model is a three-year program (grades ten-twelve) structured as a school-within-a-school. Academies incorporate integrated academic and career technical education, business partnerships, mentoring, and internships.

For more information, refer to the CDE’s California Partnership Academy page.

Program: Pregnant or Parenting Programs (162)

Counts of participants in any program providing services to students who are pregnant or parenting (including, but not limited to, the California School-Age Families Education [Cal-SAFE] program) are being used as proxies for pregnant and parenting teen data that are required for federal Perkins reporting.

Program: Transitional Kindergarten (185)

“Transitional kindergarten” means the first year of a two-year kindergarten program that uses a modified kindergarten curriculum that is age and developmentally appropriate.

For more information, refer to the Transitional Kindergarten (FAQs) frequently asked questions.

Students participating in a Transitional Kindergarten program are enrolled in CALPADS with a grade level of Kindergarten (KN).

Program: Armed Forces Family Member (192)

This program will be reviewed and certified during EOY 2.

A student is considered to be an Armed Forces Family Member if at least one parent is an Armed Forces member, on active duty or serves on full-time National Guard duty. The terms “armed forces”, “active duty” and “full-time National Guard duty” as defined by sections, 101(a)(4), 101(d)(1) and 101(d)(5) of the United States Code are:

  • 101(a) (4) – The term “armed forces” means the Army, Navy, Air Force, Marine Corps, and Coast Guard.
  • 101(d) (1) – The term “active duty” means full-time duty in the active military service of the United States. Such term includes full-time training duty, annual training duty, and attendance, while in the active military service, at a school designated as a service school by law or by the Secretary of the military department concerned. Such term does not include full-time National Guard duty.
  • 101 (d) (5) – The term “full-time National Guard duty” means training or other duty, other than inactive duty, performed by a member of the Army National Guard of the United States or the Air National Guard of the United States in the member’s status as a member of the National Guard of a State or territory, the Commonwealth of Puerto Rico, or the District of Columbia under section 316, 502, 503, 504, or 505 of title 32for which the member is entitled to pay from the United States or for which the member has waived pay from the United States.

Start date for program eligibility “represents the date a student became eligible based on the parent’s most recent active military status, and must be on or after the student’s birthdate, even if the parent’s active military date was prior to the birthdate. (See FAQ for additional guidance.)”

Program End date “represents the data a student was identified as being no longer considered armed forces family member, or; the last day of the school year.”  These records should not be closed annually for returning students.

The above referenced can be found in the CALPADS Data Guide.

Updated on April 27, 2023

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