How do I manage CALPADS Fall 1 Student Information in Infinite Campus (Step 1 of 3)?

Student information may be broadly categorized into two types:

1. General Demographics
2. CALPADS Student Information

General Demographics are entered to enroll students in your school and to create a schedule for the student.  However the CALPADS Student Information is what is required by the State of California to report during the Fall 1 Submission and Certification process each year.

Once you have selected a student or group of students for whom data may be missing, you may follow the sections below to access the exact student information that is required for CALPADS.  Within Infinite Campus, you may update individual student records from the Index by selecting Add a Person under the Census category.  From there find the student by searching for the Last name or State Student Identifier.

Demographics tab

Much of the information housed on the Demographics page will be placed into CALPADS.  See screenshot below.  The red boxes indicate CALPADS requirements.

• Name (Last, First Middle)
  • This is a required field for first and last names. Use the students LEGAL name as it appears on the birth certificate. Middle name is optional.
  • Do NOT use special characters when entering student names as CALPADS will not recognize them and it does create a fatal error.
• DOB
  • Required
•  Gender
  • Required
• Race and Ethnicity
  • 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 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.

• Birth City
  • This is optional but helpful in identifying a students SSID.
• Birth State/Province
  • This is optional but helpful in identifying a students SSID.
• Birth Country
  • Required

• Primary Language (Home Language)
  • Required
• Initial US School Enrollment Date (Date Entered US School)
  • Required if a student is born outside of the US or has an English Language status of “EL – English Learner”
  • The date of a student’s first enrollment in a kindergarten through twelfth grade public or private school (including any home schooling in grades K-12) in the United States of America and Puerto Rico. This does NOT include United States territories.
• Enrolled in US School less than three cumulative years
  • Required but can only be blank or checked.

Households tab

• Household Address (aka Residential Address)
  • Required.
  • Commas should not be used.
• Guardian Information
  • Optional Parent Information

Enrollments tab

Under the Enrollments tab, there are several fields required to ensure information is placed in CALPADS for the current enrollment period.

• Start Date
  • Required for CALPADS and current enrollment in school
  • Used as the date for which programs are opened
• Grade Level
  • Required.
• Service Type
  • Required for enrollment.
  • Options: Primary (P), Secondary/Partial or Special Ed Services (N)
    • Typically it is a student’s primary enrollment
• Start Status
  • Not required for CALPADS, but sometimes required for enrollment purposes, schools may dictate these field-requirements
• Attendance Funding Category
  • Required for CALPADS to indicate Primary Enrollment Code (10 = Primary Enrollment)
• State Reporting Fields
  • EO – TBD Date. Required for students identified as English Only speakers
    • EL, IFEP, RFEP, TBD status may be found on the LEP tab from the Index
  • Optional Flags
    • Required for CALPADS if students fall into these categories:
      • Migrant
      • Gifted and Talented
      • Homeless
        • If homeless, then a Residence Category must be chosen from the drop down menu

For Students Receiving Special Education Services, complete the remaining section of the Enrollments tab.  Required information for CALPADS is outlined with red boxes.

• Special Ed Status
  • Required
    • Receiving Services
    • Eligible for Services
• Primary Disablitity
  • Required – Sample given from Drop down list that provides CALPADS primary disability codes
• District of Special Education Accountability
  • Required

This may not be your primary source of Special Education data, but these fields are required in Infinite Campus to open the appropriate Student Programs in CALPADS.

You now have the basic Student Information necessary for CALPADS enrollment (SENR) and student information (SINF) reports. The next step requires English Language Acquisition information (SELA), which was started in this step, and entering Student Programs (SPRG) such as Free/Reduced Lunch, Transitional Kindergarten, 504 Accommodation Plans, etc. which are also required for Fall 1 certification.