How do I manage CALPADS Course data in PowerSchool?

Management of Fall 2 data can be broadly categorized into three steps.

  1. Identifying Staff by Job Classification (Due for Fall 2 Certification as of Census Date)
  2. Complete Staff Data Entry In Your Student Information System (Recommended: as staff are hired or job assignments change the SIS should be updated to prepare for both Fall 2 and End of Year (EOY) reporting)
  3. Complete Course Data Entry In Your Student Information System (Recommended: as courses are added, the SIS should be updated to prepare for both Fall 2 and End of Year (EOY) reporting)

Prior to Census Day, you should have completed Steps 1 & 2 and should validate that the course data is complete and ready for CALPADS upload. The following steps will guide you to complete course and course section data required for both Fall 2 and End of Year (EOY) reporting.

Complete Course Section Information in PowerSchool

Step a:  Courses

From the home page, navigate to School (Setup) > Courses (Scheduling).  A listing of the Courses should show up like this:

The red box indicates the course number and name of a course being taught at our school that we need to check the properties of.  Repeat this process for each of the courses reported in CALPADS Fall 2 or End of Year (EOY). Click on the course name or number (they take you to the same place) and you should have a page that resembles the one below:

There are only two fields that are of immediate concern to us in the top half of this page.  They are:

  • Alternate Course Number
    • The courses and their descriptions can be found by downloading the CALPADS Code Sets – click Here.
      • Then under System Documentation locate the Code Set and click to download the file.
    • The course attributes can be found by downloading the CALPADS Valid Code Combinations –click Here.
      • Then under System Documentation locate the Valid Code Combinations and click to download the file.
  • Credit Hours
    • This is described by the CDE as“A count of the credits (Carnegie units) attempted by a student for a specific Course Section”.
      • Only required for departmentalized courses for students in grades 9-12.

Then as we proceed to the bottom of the page, we should see the following, with all of the fields in the red box being required for entry as associated to the type of course entered.

California State Report Information (Required for CALPADS)*

  • Exclude From State Reporting? (Required, “No” by default)
    • This should always be set to No for courses to be reported for CALPADS.
  • UC/CSU Approved Course Subject Area (Grades 7-12)
    • Codes A-F meet UC/CSU requirements for their subject areas.
    • Codes GA-GF and GO are preparatory electives in their subject areas.

 CALPADS Information*

* (Source:  CALPADS Code Sets – click Here.)

  • Content Code (Only required if the course is a Career Technical Education (CTE) Course)
  • CRS-CTE Postsecondary Articulated Course Indicator. Only required for Career Technical Education
  • CTE Pathway. Only required for CTE courses
  • Instructional Level Code (Optional)
    • 10 – Remedial
    • 12 – Gifted and Talented
    • 14 – Honors – UC Certified
    • 15 – Honors Non-UC certified
    • 16 – College Credit
  • Education Service Code (Required for courses that provide EL Services to students.)
    • 1 – Primary Language Instruction and Designated and Integrated English Language Development (ELD) Instruction
    • 2 – Designated ELD Instruction Only
    • 3 – Integrated ELD Instruction Only
    • 4 – Designated and Integrated ELD Instruction But Not Primary Language Instruction
    • 5 – No EL Service
    • 6 – Other English Learner Service
  • Language of Instruction Code (Required if the Education Service Code is 1)
  • Instructional Strategy Code (Required for courses that provide EL Services to students.)
    • 300 – Home and Hospital
    • 700 – Special Education
  • Independent Study Indicator (If applicable)
  • Education Program Funding Source Code (Required only for CA Partnership Academy Program Courses)
  • CTE Provider Code  (Only required if the course is a Career Technical Education (CTE) Course)
    • 1 – Regional Occupational Center or Program (ROC/P)
      • The Career Technical Education course is provided by the Regional Occupational Center or Program (ROC/P).
    • 2 – District
      • The Career Technical Education course is provided by the district.
  • Course Content Area Subcategory Code (If applicable; refer to valid code sets)
  • CRS-Departmentalized Course Standards Grade Level Range Code (Required)
  • CRS-Content Standards Alignment Code (Required)
  • Charter Non-Core, Non-College Prep Indicator (If applicable)
  • AP/IB Course Code Cross Reference (If applicable)
  • Middle School Core Setting Indicator (If CRS-Departmentalized Course Standards Grade Level Range Code = MID)
  • Local Assignment Option Code (If applicable)
  • High Quality CTE Course Indicator (If CTE state course code is used)

Distance Learning*

* (Source:  CALPADS Code Sets – click Here.)

  • Distance/Online Learning Indicator (Optional)
    1. Instructor-led
      • Instructor provides all instruction associated with online content.
    2. Facilitated
      • Learner sets the pace of their own instruction, facilitator monitors progress and may provide support.
    3. Learner-led
      • Learner sets the pace of their own instruction. Content and instruction are provided solely by the online application.
  • Online Course Instruction Type Code

Press Submit and test run the CRSE (Course Section Records) in the System Reports > State Reporting tab to troubleshoot issues and prepare for upload to CALPADS.

Step b: Sections

Special Note:  All sections of a course inherit their properties from the course level.  If you have multiple sections that have DIFFERENT properties for the same course, you must individually set the same properties as above but in the “Sections” portion of PowerSchool.  You can find that at School (Setup) > Sections (Scheduling) > Select Course (On left side panel) > Select SECTION NUMBER to open and edit the section.

Congratulations!  You’ve reached the end of the Fall 2 data entry process.

Updated on November 23, 2022

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Comments

  1. Hi Curtis:
    Now what, which reports do I upload to CALPADS?
    Thanks
    Kim

  2. You can approach it in this order:
    1) SDEM – Staff Demographics
    2) SASS – Staff Assignments
    3) CRSE – Course Section Enrollment
    4) SCSE – Student Course Section Enrollment

    Remember to always let the previous file FULLY POST before attempting to upload the next file. That means that when CALPADS is being slow, you should budget your time to do this over multiple days.

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