How do I manage CALPADS Fall 1 data in PowerSchool? (Step 1 of 2 – Student Information)

Student information can be broadly categorized into two types:

  1. General Demographics
  2. CALPADS Student Information

Once you have selected a student or group of students, you can systematically follow the section below to access the exact student information that you need.

Part 1:  General Demographics

From the student screen, select Demographics

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This should take you to the following General Demographics Screen below.  For CALPADS purposes, you only need to focus on the fields in the red boxes.  (ALL OTHER FIELDS CAN BE IGNORED FOR NOW)

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  • Name (Last, First Middle)
    • This is a required field for first and last names.  Use the students LEGAL name as it appears on the birth certificate.  Middle name is optional.
  • Home Address
    • Optional BUT can be used to copy to the Mailing Address which is required.
  • Mailing Address
    • Required.
    • Commas should not be used.
  • DOB
    • Required
  • Race and Ethnicity
    • Every effort should be made to accurately collect Race and Ethnicity information.  If no information is collected, a student can be categorized as missing in CALPADS and white for assessment and comparison purposes.
    • If a student answers yes to “Is the student Hispanic or Latino?”, they will be listed as such in CALPADS regardless of their race codes.
    • If multiple race codes are selected (up to five), the student will be listed as multiple race.
    • According to the CDE FAQ’s at the date of publishing at http://www.cde.ca.gov/ds/dc/es/refaq.asp:
      • What is the federal definition of Hispanic/Latino ethnicity?
        • A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.
      • What are the definitions of the federal race categories?
        • American Indian or Alaska Native: A person having origins in any of the original peoples of North and South America (including Central America), and who maintains a tribal affiliation or community attachment.
        • Asian: A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
        • Black or African American: A person having origins in any of the Black racial groups of Africa.
        • Native Hawaiian or Other Pacific Islander: A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
        • White: A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.

Press submit and you are done with Part 1!

Part 2:  CALPADS Student Information

From the student screen, select State/Province – CA > Student Information

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This should take you to the following CALPADS Student Information Screen below.  For CALPADS purposes, you only need to focus on the fields in the red boxes followed by the links in the bold blue boxes.  (ALL OTHER FIELDS CAN BE IGNORED FOR NOW)

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  • Statewide Student Identifier (SSID)*
    • Populating this with information from a students cumulative file will aid greatly in the process but is not required.  If it is not populated, we will either need to select the student from a CALPADS provided list based on the student demographics or create a new one.
  • Exclude Student From State Reporting
    • Select No unless there is a reason why they should not be reported.
  • Student Legal Name
    • The only field required here is the optional Suffix field.  The name should already have been entered in the General Demographics section.
  • Also Known As (AKA)
    • Optional, not common
  • Enrollment Status Code
    • (10) Primary Enrollment is the most common.
  • Interdistrict Transfer Code
    • Not common.  This only to students living within the boundaries of one LEA, but attending, through specified transfer agreements, another LEA.
  • School of Attendance NPS
    • Not common.  This is only required if a student records attendance at another school.
  • Date of Birth
    • Required
  • Gender
    • Required
  • Birth City
    • This is optional but helpful in identifying a students SSID.
  • Birth State/Province
    • This is optional but helpful in identifying a students SSID.
  • Birth Country
    • Required
  • Primary Residence
    • Required.  (200) Permanent Housing is the most common.
  • Primary Language
    • Required
  • Initial US School Enrollment Date
    • Required if a student is born outside of the US or has an English Language status of “EL – English Learner”
    • The date of a student’s first enrollment in a kindergarten through twelfth grade public or private school (including any home schooling in grades K-12)  in the United States of America and Puerto Rico. This does NOT include United States territories.
  • Enrolled in US School less than three cumulative years
    • Required but can only be blank or checked.
  • Student Initial Ninth Grade Entry Year
    • Required only for students greater or equal to grade 9.

Part 2a:  Transfer Info Link

Clicking on this link will take you to a page with all of the enrollments for both previous and current enrollments.  Click on the CURRENT Enrollment to edit as this is the only enrollment that will be uploaded to CALPADS.

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In this section, most of the fields should already be populated.  There are only two fields to confirm at filled out correctly:

  • District of Residence
    • Optional.  If the District of Residence is not available in the pulldown menu, click on the words “District of Residence” to add/edit codes.
  • School Entry Date
    • Required.  Be sure that this is the original, continuously enrolled date that the student first attended the school.

Part 2b:  Race/Ethnicity Link

This link can be ignored as it links to the General Demographics already covered in Part 1.

Part 2c:  Addresses Link

This link can be ignored as it links to the General Demographics already covered in Part 1.

Part 2d:  English Learners and Immigrant Information Link

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  • Primary Language
    • Required
  • Current ELA Status
    • Required.  If the primary language is English, this can ONLY be EO – English Only
  • Current ELA Status Start Date
    • Required.
  • Proficient or Advanced for ELA Code
    • Required only if the Current ELA Status = RFEP.  A student is Proficient of Advanced for ELA Code ONLY if R-FEP Scored Proficient or Advanced any 3 years on the CST and/or CMA.

Part 2e: Parent/Guardian Link

Every part of this section is optional EXCEPT Parent/Guardian Highest Education Level

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Complete!  Now onto step 2 of 2 – Student Programs!

Updated on June 5, 2018

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