How do I manage CALPADS Fall 1 data in Aeries CS? (Step 1 of 3 – General Student Information)

Student information for upload to CALPADS can be broken down into three steps:

  1. General Student Information
  2. ELA Student Information
  3. Student Programs

In this article, we will focus on the very first step which targets some of the core data that you collect from students when they enroll in the school.  Naturally, this is not a comprehensive set of all of the data that Aeries can contain, but rather just those fields collected by CALPADS so that you can feel secure that your information being uploaded is complete.

The “Student Data 1” Screen

This will be the default screen when you open a student record.

Screen Shot 2014-09-25 at 8.17.12 AM_STU1

  • Name (Last, First, Middle and Suffix)
    • This is a required field for first and last names. Use the students LEGAL name as it appears on the birth certificate. Middle name and Suffix are optional.
  • Sex
    • Required
  • Grade
    • Required
  • Birthdate
    • Required
  • Status
    • This is only required if the student is no longer active.
  • Leave Date
    • This is only required if the student is no longer active.
    • This date should represent the last day that the student attended.
  • ParEd
    • Required

Change Address (This button will open a new screen that looks like the one below)

Screen Shot 2014-09-25 at 8.18.09 AM_Addr

  • Required
  • Commas should not be used.

Race/Ethnicity (This button will open a new screen that looks like the one below)

Screen Shot 2014-09-25 at 8.13.18 AM_EthRc

  • 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.

The “Student Data 2” Screen

This screen can be seen by clicking on the tab at the top of the page called (Student Data 2 (STU))

Screen Shot 2014-09-25 at 6.48.03 AM_STU2

  • Alias Name (Last, First and Middle)
    • Optional
  • Birth City
    • Required
  • Birth State
    • Required
  • Birth Country
    • Required

The “6 Contacts” Screen

On the bottom of the page, there is a listing of other pages to navigate to from the Student Data pages.  Click on the one titled “6 Contacts.”

Screen Shot 2014-09-25 at 8.28.51 AM_Guard

There is only one field here that is used in the CALPADS submission.  It is the Parent/Guardian field.

Complete! Now onto step 2 of 3 – ELA Student Information!

Updated on June 5, 2018

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