Who should be involved in this validation
- Illuminate Data Lead
- District CALPADS personal
- Site Data Entry Personal
The Programs.txt is a very unique file as it is relatively small (15 columns) but is a very powerful tool that will be used to pull in Gate, 504, Homeless, F/R Lunch, etc. However, common mistakes with the Programs file do occur; below are AVCs for the most common errors.
AVC 1 (Wait, this isn’t a program?)
In Illuminate, certain ‘programs’ as tracked in other SIS’s and in CALPADs as programs are actually tracked separately from programs in Illuminate. These programs are typically tracked in a module specific to the program. For example, Special Ed is not brought in as a program as all relevant data can and should be tracked via the Specialed.txt and module. Below are a few other programs that SHOULD NOT be brought over as part of the programs.txt. Please note, Illuminate is designed to pull these programs from the corresponding module for CALPADs and Federal reporting.
- Special Education (Special Ed Module)
- To view Special Education information, go to your Speced tab in Illuminate.
- To view total number of Sped students, Click Students>>Search 2.0>>Demographics>>Is Special Ed (equals True) and Search.
- English Proficiency, specifically EL (Language Module)
- Click into the Language Module to check on your EL students
- Click Students>>Search 2.0>>Language>> EL to search for all EL students
- TK program (Tracked as a Grade Level)
- Click Student > Search 2.0 > TK should be available as a grade level option
- Click the Admin Gear > Code Management > Student Programs and verify that there is no code for TK
AVC 1 (Start and End Dates, Academic Year)
Other common errors with the programs.txt occur due to those pesky Start and End Dates. It is important to remember if a program has a start and end date to bring that over otherwise errors will occur during your first CALPADs reporting. Similarly, it is important to bring over the appropriate Academic Year for the program so as not to incorrectly associate the program with the wrong year.