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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!

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 - (VR-4460)
  • CA: Courses: CTE Provider Code - (VR-4458)
  • CA: Courses: Language of Instruction Code - (VR-4464)

Demographics

  • CA: Demographics: Date of Birth - (VR-5540)
  • CA: Demographics: Father - (VR-3952)
  • CA: Demographics: First Name - (VR-5754)
  • CA: Demographics: Gender - (VR-3660)
  • CA: Demographics: Last Name - (VR-5755)
  • CA: Demographics: Legal First Name - (VR-2768)
  • CA: Demographics: Legal Last Name - (VR-2767)
  • CA: Demographics: Legal Middle Name - (VR-4957)
  • CA: Demographics: Middle Name - (VR-5756)
  • CA: Demographics: Mother - (VR-3951)
  • CA: Demographics: Race - (VR-3954)
  • CA: Demographics: SSN - (VR-4978)

Scheduling Setup

  • CA: Scheduling Setup: Next Year Grade - (VR-3966)

Staff

  • CA: Staff: Information: Race - (VR-5453)

State/Province

  • CA: State/Province: Career and Technical Education (CTE): Academic Year - (VR-3955)
  • CA: State/Province: English Learners and Immigrant Information: Proficient or Advanced for ELA Code - (VR-4963)
  • CA: State/Province: Program Eligibility: Education Program Membership Start Date - (VR-4979)
  • CA: State/Province: Student Information: AKA First Name - (VR-3656)
  • CA: State/Province: Student Information: AKA Last Name - (VR-3658)
  • CA: State/Province: Student Information: AKA Middle Name - (VR-3657)
  • CA: State/Province: Student Information: Birth City - (VR-3653)
  • CA: State/Province: Student Information: Birth Country - (VR-3655)
  • CA: State/Province: Student Information: Birth State/Province - (VR-3654)
  • CA: State/Province: Student Information: Enrolled in US less than Three Cumulative Years - (VR-3652)
  • CA: State/Province: Student Information: Enrollment Status Code - (VR-3650)
  • CA: State/Province: Student Information: Initial US School Enrollment Date - (VR-3651)
  • CA: State/Province: Student Information: Parent/Guardian Highest Education Level - (VR-3649)
  • CA: State/Province: Student Information: Statewide Student Identifier (SSID) - (VR-3647)

Transfer Info

  • CA: Transfer Info: Current Enrollment: Exit Code - (VR-3950)
  • CA: Transfer Info: Current Enrollment: Full-Time Equivalency - (VR-4984)
 

State Validation Rules

Demographics

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

Enrollment

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

Staff Demographics

  • CA: Staff Demographics (SDEM-CALPADS): Invalid Staff Age
  • CA: Staff Demographics (SDEM-CALPADS): Invalid Staff Employment End Date
  • CA: Staff Demographics (SDEM-CALPADS): Invalid Teacher/Staff First Name
  • CA: Staff Demographics (SDEM-CALPADS): Invalid Teacher/Staff Last Name
  • CA: Staff Demographics (SDEM-CALPADS): Mismatch between Years in District and Years of Service
  • CA: Staff Demographics (SDEM-CALPADS): Missing Staff Total Years of Educational Service
  • CA: Staff Demographics (SDEM-CALPADS): Missing Statewide Educator ID (SEID)
  • CA: Staff Demographics (SDEM-CALPADS): Missing/Invalid Federal Ethnicity
  • CA: Staff Demographics (SDEM-CALPADS): Missing/Invalid Gender
  • CA: Staff Demographics (SDEM-CALPADS): Missing/Invalid Race Code
  • CA: Staff Demographics (SDEM-CALPADS): Missing/Invalid Staff Date of Birth
  • CA: Staff Demographics (SDEM-CALPADS): Missing/Invalid Staff Employment Start Date
  • CA: Staff Demographics (SDEM-CALPADS): Missing/Invalid Staff Employment Status Code
  • CA: Staff Demographics (SDEM-CALPADS): Missing/Invalid Staff Highest Degree Code
  • CA: Staff Demographics (SDEM-CALPADS): Teacher with SEID of 9999999999
 
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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