Student information can be broadly categorized into two types:

1. General Demographics
2. CALPADS Student Information

Once you have selected a student or group of students, you can systematically follow the section below to access the exact student information that you need.

Part 1:  General Demographics

To navigate to Demographics, from the Home Page > Type the last name or Local ID in the “Search Box” > Select the student > Student Profile > Demographics.

This should take you to the following General Demographics Screen below.  For CALPADS purposes, you only need to focus on the fields in the red boxes.  (ALL OTHER FIELDS CAN BE IGNORED FOR NOW)

• 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.
• Home Address
  • Optional BUT can be used to copy to the Mailing Address which is required.
• Mailing Address
  • Required.
  • Commas should not be used.
• DOB
  • 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.
  • From the Federal Census Bureau.
    • To locate the federal definition of Hispanic/Latino Ethnicity – click Here.
    • To locate the federal definition of Race – click Here.

Press submit and you are done with Part 1!

Part 2:  CALPADS Student Information

From the student screen, select Compliance > Student Info.

This should take you to the following CALPADS Student Information Screen below.  For CALPADS purposes, you only need to focus on the fields in the red boxes followed by the links in the bold blue boxes.  (ALL OTHER FIELDS CAN BE IGNORED FOR NOW)

• Statewide Student Identifier (SSID)*
  • Populating this with information from a students cumulative file will aid greatly in the process but is not required.  If it is not populated, we will either need to select the student from a CALPADS provided list based on the student demographics or create a new one.
• Exclude Student From State Reporting
  • Select No unless there is a reason why they should not be reported.
• Student Legal Name
  • The only field required here is the optional Suffix field.  The name should already have been entered in the General Demographics section.
• Also Known As (AKA)
  • Optional, not common
• Enrollment Status Code
  • (10) Primary Enrollment is the most common.
• Interdistrict Transfer Code
  • Not common.  This only to students living within the boundaries of one LEA, but attending, through specified transfer agreements, another LEA.
• School of Attendance NPS
  • Not common.  This is only required if a student records attendance at another school.
• Date of Birth
  • Required
• Gender
  • Required
• 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 Residence
  • Not Required
• Primary Language
  • Required
• Initial US School Enrollment Date
  • 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.

Part 2a:  Transfer Info Link

Clicking on this link (see screenshot above) will take you to a page with all of the enrollments for both previous and current enrollments.  Click on the CURRENT Enrollment to edit as this is the only enrollment that will be uploaded to CALPADS.

In this section, most of the fields should already be populated.  There are only two fields to confirm are filled out correctly:

• District of Residence
  • Optional.  If the District of Residence is not available in the pulldown menu, click on the words “District of Residence” to add/edit codes.
• School Entry Date
  • Required.  Be sure that this is the original, continuously enrolled date that the student first attended the school.

Part 2b:  Race/Ethnicity Link

This link (see screenshot above) can be ignored as it links to the General Demographics already covered in Part 1.

Part 2c:  Addresses Link

This link (see screenshot above) can be ignored as it links to the Addresses which was already covered under General Demographics in Part 1.

Part 2d:  ELA Status/Program History

Reference CALPADS ELA Status for this information. If none exists, then use the Home Language to determine status and enter in the screen below.

From the Start Page > Navigate to State/Province – CA > ELA Status/Program History > Click New. Enter in the information in the fields in red.

Click Submit

• ELA Status Code
  • Required. If the primary language is English, this can ONLY be EO – English Only
• ELA Status Start Date
  • Required. 
• Primary Language
  • Required. Enter the primary language for the student.

Part 2e: Parent/Guardian Link

This link (see screenshot above) will take you to the Guardian Details screen. A highest education level is needed for each parent/guardian reported out to CALPADS. For more details about managing highest education levels click here.

Complete!  Click here for CALPADS Student Programs!