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What is CALPADS? California State Reporting Made Easy in PowerSchool

June 9, 2022 at 1:36 PM

The California Longitudinal Pupil Achievement Data System (CALPADS) is the foundation of California’s K–12 education data system, comprising student demographic, program participation, grade level, enrollment, course enrollment and completion, discipline, and statewide assessment data.

In order to meet the requirements of California Education Code Section 60900, Local Education Agencies (LEAs) shall retain and report to CALPADS individual pupil and staff records, including:

  • Statewide Student Identifier (SSID) data
  • Student enrollment and exit data
  • All necessary data to produce required graduation and dropout rates
  • Demographic data
  • Data necessary to comply with the No Child Left Behind Act of 2001
  • Other data elements deemed necessary by the State Superintendent of Public Instruction

LEA maintenance of individual SSIDs includes the accurate and timely reporting of demographic, program, local student enrollment, and exit data to CALPADS, and the timely resolution of SSID anomalies with other LEAs.

Failure of LEAs to comply with state law by not meeting CALPADS reporting requirements may result in zero enrollment counts on official state and federal reports as well as on official, publicly-accessible web sites. In addition, zero enrollment counts will result in the loss of any funding based on official enrollment.

That's where Level Data comes in!

Student Information Systems Supported

Complete List of CALPADS Data Validation Rules

Listed below is the complete list of state reporting validation rules we provide for California districts using PowerSchool to make their CALPADS submission as easy and timely as possible and to maximize both state and federal funding.

RealTime Validation Rules

Courses

  • CA: Courses: Alternate Course Number
  • CA: Courses: CTE Provider Code
  • CA: Courses: Language of Instruction Code

Demographics

  • CA: Demographics: Date of Birth
  • CA: Demographics: Father
  • CA: Demographics: First Name
  • CA: Demographics: Gender
  • CA: Demographics: Last Name
  • CA: Demographics: Legal First Name
  • CA: Demographics: Legal Last Name
  • CA: Demographics: Legal Middle Name
  • CA: Demographics: Middle Name
  • CA: Demographics: Mother
  • CA: Demographics: Race
  • CA: Demographics: SSN

Scheduling Setup

  • CA: Scheduling Setup: Next Year Grade

Staff

  • CA: Staff: Information: Race

State/Province

  • CA: State/Province: Career and Technical Education (CTE): Academic Year
  • CA: State/Province: English Learners and Immigrant Information: Proficient or Advanced for ELA Code
  • CA: State/Province: Program Eligibility: Education Program Membership Start Date
  • CA: State/Province: Student Information: AKA First Name
  • CA: State/Province: Student Information: AKA Last Name
  • CA: State/Province: Student Information: AKA Middle Name
  • CA: State/Province: Student Information: Birth City
  • CA: State/Province: Student Information: Birth Country
  • CA: State/Province: Student Information: Birth State/Province
  • CA: State/Province: Student Information: Enrolled in US less than Three Cumulative Years
  • CA: State/Province: Student Information: Enrollment Status Code
  • CA: State/Province: Student Information: Initial US School Enrollment Date
  • CA: State/Province: Student Information: Parent/Guardian Highest Education Level
  • CA: State/Province: Student Information: Statewide Student Identifier (SSID)

Transfer Info

  • CA: Transfer Info: Current Enrollment: Exit Code
  • CA: Transfer Info: Current Enrollment: Full-Time Equivalency
 

State Validation Rules

Demographics (SINF)

  • Incomplete Apt/Suite
  • Invalid Alias Middle Name
  • Invalid Middle Name
  • Missing Enrolled in US School less than Three Cumulative Years
  • Missing Student Initial US School Enrollment Date
  • Missing/Invalid Address Information
  • Missing/Invalid Alias First Name
  • Missing/Invalid Alias Last Name
  • Missing/Invalid Birth Country
  • Missing/Invalid Date of Birth
  • Missing/Invalid Federal Ethnicity
  • Missing/Invalid First Name
  • Missing/Invalid Gender
  • Missing/Invalid Last Name
  • Missing/Invalid Parent/Guardian Highest Education Level
  • Missing/Invalid Race Code
  • Missing/Invalid SSID
  • Student Last/Legal Last Name contains Suffix

Enrollment (SENR)

  • District Entry Date/School Entry Date Mismatch
  • Enrollment from Previous School Year Not Exited
  • Entry Date/Exit Date Mismatch
  • Invalid Enrollment Status - Receiving Specialized Services Only
  • Invalid Enrollment Status Code For Exit Code E170
  • Invalid Entry Date/Exit Date for Exit Code N420 or N470
  • Invalid Exit Codes E155 and E156
  • Invalid Secondary Enrollment Exit Code
  • Invalid Short Term Enrollment - Exceeds 30 Days
  • Mismatch Between School of Attendance and School of Attendance NPS
  • Mismatch on Exit Code and Grade Level
  • Missing School Completion Status for Golden State Seal Merit
  • Missing School Completion Status for Student Seal of Biliteracy Indicator
  • Missing/Invalid District of Geographic Residence Code
  • Missing/Invalid Entry Date
  • Missing/Invalid Exit Code
  • Missing/Invalid Exit Date
  • Missing/Invalid FTE ID
  • Missing/Invalid New Enrollment Line for Exit Code E150
  • Missing/Invalid School Completion Status
  • Missing/Invalid School ID
  • Overlapping School Enrollments
  • UC/CSU Course Requirements/School Completion Status Mismatch

Staff Demographics (SDEM)

  • Invalid Staff Age
  • Invalid Staff Employment End Date
  • Invalid Teacher/Staff First Name
  • Invalid Teacher/Staff Last Name
  • Missing Staff Total Years of Educational Service
  • Missing Statewide Educator ID (SEID)
  • Missing/Invalid Federal Ethnicity
  • Missing/Invalid Gender
  • Missing/Invalid Race Code
  • Missing/Invalid Staff Date of Birth
  • Missing/Invalid Staff Employment Start Date
  • Missing/Invalid Staff Employment Status Code
  • Missing/Invalid Staff Highest Degree Code
  • Missing/Invalid Total Years in this LEA
  • Teacher with SEID of 9999999999

Discipline (SINC, SIRS, SOFF)

  • Disciplinary Action Modification Category Code/Disciplinary Action Code Mismatch
  • Invalid Action Begin/End Date - Expulsion
  • Invalid Action Begin/End Date - Suspensions
  • Mismatch Between Behavior (Offense) Code, Object Code and Object Sub Code
  • Missing Actual Duration
  • Missing Disciplinary Action Modification Category Code
  • Missing Incident Action Code
  • Missing Incident Behavior Code
  • Missing ISS Action Dates for Corresponding Student ISS Attendance
  • Missing Offender
  • Missing OSS Action Dates for Corresponding Student OSS Attendance
  • Missing Student ISS Attendance for Corresponding ISS Action Dates - Non-State Reportable Incident Type
  • Missing Student ISS Attendance for Corresponding ISS Action Dates-CA State Reportable Incident Type
  • Missing Student OSS Attendance for Corresponding OSS Action Dates - Non-State Reportable Incident Type
  • Missing Student OSS Attendance for Corresponding OSS Action Dates-CA State Reportable Incident Type
  • Missing Victim for Bullying/Harassment Incidents-CRDC Reporting
  • Missing/Invalid Disciplinary Action Authority Code
  • Missing/Invalid Incident Type for Action Code (200) Expulsion
  • Missing/Invalid Incident Type for Action Code Suspension (100 or 110)
  • Missing/Invalid Most Severe Behavior Code
  • Missing/Invalid Removal to Interim Alternative Setting Reason Code
  • Missing/Invalid Student Instructional Support Indicator
  • Reporter, Victim or Witness Is Assigned an Incident Action Code
  • Reporter, Victim or Witness Is Assigned an Incident Behavior Code

English Learners (SELA)

  • Missing/Invalid Education Program Code (LIP) for English Learners
  • Missing/Invalid ELA Status Code
  • Missing/Invalid Primary Language

Student Programs (SPRG)

  • Invalid Grade Level for Program 185
  • Invalid Migrant Student ID
  • Invalid Program Start/End Date
  • Mismatch Between Program School of Attendance and Current School
  • Missing Free Lunch Program
  • Missing Reduced Lunch Program
  • National School Lunch Program Start Date/End Date Mismatch

Staff Assignments (SASS)

  • Invalid Superintendent/Deputy or Associate Supt School ID
  • Job Classification Code/Statewide Educator Identifier (SEID) Mismatch
  • Missing CALPADS Staff Assignment
  • Missing/Invalid Assignment Start Date
  • Missing/Invalid Job Classification FTE
  • Missing/Invalid Non Classroom Based Job Assignment Code

Reports/Lists

  • Duplicate State Student ID
  • Missing TDAP Immunization for current 6th Graders
  • Special Program Enrollment Grade Level/Enrollment Grade Level Mismatch
  • Student's Grade Level is Out of Range for Age
  • Students Excluded from State Reporting
  • Suspended/Expelled Students Without Disabilities with Disciplinary Action Authority Code

Miscellaneous

  • Birth State/Province and Birth Country Mismatch
  • Contacts with Matching Name & Phone Number
  • Enrollment Excluded from State Reporting
  • Invalid Characters in Student Birth City
  • Invalid Father's Name
  • Invalid Grade Level for Assigned School
  • Invalid Guardian 1 - Name
  • Invalid Guardian 2 - Name
  • Invalid Home Phone
  • Invalid Mother's Name
  • Invalid Section Enrollment Entry Date
  • Invalid Section Enrollment Exit Date
  • List of Free-DC Students Without a Lunch Program Eligibility Record
  • List of Reduced-DC Students Without a Lunch Program Eligibility Record
  • Listing of Students Enrolled in More Than One Course in the Same Period on the Same Day
  • Missing California School Entry Date
  • Missing/Invalid Entry Code
  • Missing/Invalid Next School Information
  • Missing/Invalid Parent/Guardian 2 Highest Education Level
  • Missing/Invalid Scheduled Next Year Grade
  • Missing/Invalid State Course Code (Alternate Course Number)
  • Next Year School/Next Year Grade Mismatch
  • Non-Session Attendance Record
  • Section Enrollment Entry Date/Exit Date Mismatch
  • Special Program Enrollment Entry Date/Special Program Enrollment Exit Date Mismatch

Grading

  • Blank Stored Grade
  • Duplicate Stored Grade with Matching Course
  • Duplicate Stored Grade with Matching Section
  • Invalid Stored Grade
 
If you have any questions or would like to request additional rules, please reach out to helpdesk@leveldata.com
Al Momrik
Written by Al Momrik

Al Momrik works at Level Data as a Data Quality Analyst, arriving in 2013. He works primarily with the State Data Validation Suite, a series of services which help PowerSchool users to find errors in their data and correct them in a shorter amount of time. Before coming to Level Data, Al worked in a school district in Michigan for 23 years. He was a Technology Director, a SysAdmin for PowerSchool, and was responsible for all State data submissions. He has worked with PowerSchool since 2007. Al also is a presenter at 6-8 PowerSchool conferences around the country annually.

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