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

Now that Student Information is complete, now is the time to focus on the various types of programs that the students participate in.  This is incredibly important as they tell us which students qualify the school for certain types of funding based on certain needs.

The student programs that we will cover in this article include:

  • Program Eligibility
    • Special Education Program Participants (144)
    • Title I Part C Migrant Eligible (135)
    • Gifted and Talented Education Program Eligible (GATE) (127)
    • 504 Accommodation Plan (101)*
    • Homeless Program Eligible (191)
    • Armed Forces Family Member Eligible (192) – new 2016-17
  • Lunch Program Eligibility
    • Free Meal Program Eligible (181)
    • Reduced-Price Meal Program Eligible (182)

* 504 Accommodation Plan is not reported for Fall 1, but is required for Smarter Balanced Reporting which happens in the Spring and should be updated earlier for students to receive testing modifications as needed/required.

 To update or create new programs

Navigate to the student’s record > Quick Nav menu > Student Programs

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Student Programs generally have 5 components

  • School of Attendance (aka Site)
  • Student Program Code
  • Eligibility Code: Eligible vs. Participation
    • Eligibility means that a given student has met all of the criteria to receive services for an education program; however, the student may not necessarily be receiving services.*
      • Eligibility is collected for:
        • Free Meal Program
        • Reduced-Price Meal Program
        • Gifted and Talented Education (GATE)
        • Migrant Education
        • Special Education
        • Homeless
        • Armed Forces Family Member
    • Participation means that a given student has met all of the criteria to receive services for an education program, and that student is receiving services.*
      • Participation is collected for:
        • 504 Accommodation Plan although 504 can also be reported as Eligible.

* From CALPADS Data Guide Version 8.1 Published 8/09/2016

  • Program Membership Start and End Date
    • Start Dates will usually be the first day of school or the first day enrolled or classified in a specific program
    • End dates can SOMETIMES be pre-populated because they expire every year but some can be left blank to be filled in only when a student leaves the school or exits the program.  Since this depends on the program, this will be covered in the specific program details to follow:
  • Other Attributes specific to the program.  These attributes will be covered in the section below.

To Create a New Program or Review Current Programs

Step 1: Navigate to Student Programs from the Quick Nav menu

Step 2: Current Programs will be listed at the top of the page under Current Instructional Programs.  Modifications may be made to programs as needed.  Please remember that very few programs are continual programs (ex. 504s, IEPs/SpED programs), most programs are annual and require start/end dates.

Step 3: To add a new program, select Student Program from the drop down menu (refer to screenshot below)

Step 4: Enter Site, Start Date, and Eligibility Code (Eligible vs Participating) depending upon the needs of the program type.  Additional, program-specific information follows the screenshot.

Step 5: Select Add to create the new program.

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Program Eligibility – Program Specific Information

Special Education Program Participants (144)

This program is usually managed by a Special Education Coordinator on site who is responsible for the designation of the special education students.

  • Start Date = First day of IEP (Original IEP date).
  • End Date = Leave blank unless the student no longer receives services.

Other Attributes in Illuminate are documented in the Special Education Record of the student, not in the actual program:

  • Special Education Exit Code
  • Primary Disability Code
  • Secondary Disability Code
  • District of Special Education Accountability

To provide the Primary Disability which is mandatory for the student’s record to be complete and to export in the CALPADS Student Programs Records report, navigate to the student’s Special Education Details Screen and complete the following:

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Much of the rest of the information may be housed in Illuminate, but is not vital for the SPRG to populate the critical fields for the Special Education record.

From the CALPADS Data Guide published 8/09/2016 v8.1

  • LEAs should submit student eligibility for Special Education.
  • Generally, the start date for eligibility is the start date of a given student’s Individualized Education Program (IEP).

Title 1 Part C Migrant Eligible (135)

  • Start Date = Mostly likely the first day of school.
  • End Date = Leave blank unless there is a change to the program or the student leaves the school.
  • Other Attribute:  Migrant Student ID must be 11 digits and start with 06.

From the CALPADS Data Guide published 8/09/2016 v8.1

  • LEAs should coordinate with their Migrant regions to identify the students in their given LEAs who are eligible for the migrant program. For those who are eligible migrant students, the LEAs will need to obtain:
    • The students’ student eligibility start dates, which are the most recent Qualifying Arrival Dates (QAD); and
    • The students’ Migrant Student Directory (MSD) numbers as assigned in the Migrant Student Information Network (MSIN) data system. LEAs should note the following:
      • The MSD number is an 11-digit number:  The first two numbers in the MSD number are “06.”
      • This is not the same as the identifier used in the COE Star System, which is alphanumeric (may include both letters and numbers), and is generally delineated with 7 characters followed by a hyphen, and then a number representing the number of siblings. LEAs will not need this number, and instead will need the MSD number.
  • Contact information for migrant education regional offices can be found on the Migrant Education Regional Offices Web page at http://www.cde.ca.gov/sp/me/mt/regions.asp.

Gifted and Talented Education Program Eligible (GATE) (127)

  • Start Date = Mostly likely the first day of school.
  • End Date = Leave blank unless there is a change to the program or the student leaves the school.

From the CALPADS Data Guide published 8/09/2016 v8.1

  • Students identified as GATE-eligible.
  • Students do not need to be participating in a GATE program.

504 Accommodation Plan (101)

From the CALPADS Data Guide published 8/09/2016 v8.1

Participation in this program should be verified on an annual basis and should be updated throughout the year. This is important because these data are needed to appropriately register students for the California Assessment of Student Performance and Progress (CAASPP).

  • Start Date = Mostly likely the first day of school.
  • End Date = Leave blank unless there is a change to the program or the student leaves the school.

The following data is not found in the newest CALPADS Data Guide published 8/09/2016 v8.1.  The information below was from the CALPADS Data Guide published 12/17/2013 v5.0

  • Students identified as eligible for receiving services provided per Section 504 of the Rehabilitation Act and the Americans with Disabilities Act (ADA). This is not the same as an Individualized Education Plan (IEP)
  • Students may be reported with an Education Program Membership Category Code of “Eligible” or “Participating,” but only students who are actually receiving services through a 504 plan should be reported.

 

Homeless Program (191)

  • Start Date = Date the student was identified as homeless.
  • End Date = Leave blank unless there is an end to the homeless status or the student leaves the school.
  • Other Attribute:  Dwelling Type (See below)
  • Other Attribute:  Unaccompanied Youth
  • Other Attribute:  Runaway Youth

From the CALPADS Data Guide published 8/09/2016 v8.1.

  • Dwelling Type
    • Hotels/Motels = Living in a hotel or motel due to not having a fixed, permanent residence.
    • Temporary Shelters = Awaiting foster care placement or living in transitional housing.
    • Temporarily Doubled-Up = Living with relatives or friends, due to being homeless (including unaccompanied youth and runaways)
    • Temporarily Unsheltered = Living in abandoned buildings, campgrounds, vehicles, trailer parks, FEMA trailers, bus and train stations, or is abandoned in the hospital
  • Unaccompanied Youth
    • Yes = not in the care of their parent or guardian.
  • Runaway Youth
    • Yes = a homeless student who is less than 18 years of age who has left home without parental/caregiver permission and stays away for one or more nights.
    • If this is selected, Unaccompanied Youth must also be selected.

Lunch Program Eligibility

Free Meal Program (181) AND Reduced-Price Meal Program (182)

  • Start Date = The first day of school.
  • End Date = Since this is a year-long program, the end date should be pre-populated with the day after the last day of school

From the CALPADS Data Guide published 8/09/2016 v8.1

  • NSLP eligibility includes eligibility for both the Free Meal Program as well as the Reduced-Price Meal Program.
  • NSLP eligibility is used in combination with Parent Education level to determine whether a given student is socio-economically disadvantaged accountability subgroup.
  • NSLP is a one-year designation.
  • NSLP eligibility must be submitted annually.
  • Students attending schools with a National School Lunch Program (NSLP) provision 2 or 3 status or participating in a Community Eligibility Provision may submit FRPM records for students found to meet the federal income requirements for FRPM based on an alternative household income form.
  • LEAs may submit FRPM records for students found to be eligible for free meals based on a local direct certification process.
  • LEAs do not need to submit FRPM records for students found to be eligible for free meals based on the state direct certification process conducted by CALPADS.

NOTE: Specific local user access must be granted to LEA staff to view these data.

As of 2014, Foster Youth Programs are no longer reported through the SPRG CALPADS file.  Foster Youth numbers are determined based upon weekly data matches within the Child Welfare System/Case Management System (CWS/CMS) with CALPADS enrollment data.  Therefore, the number of foster youth identified on the LCFF Funding Unduplicated Counts comes from this state or local matching system.  According to CALPADS Data Guide 8.1, August 9, 2016, 90% of the foster youth are identified through statewide matching systems, and over time 100% will be identified since the local systems pull from the same source.

Updated on June 5, 2018

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