The following is a Question and Answer document on the End of Year Enrollment submission in support of CALPADS.
CALPADS requires that ALL students within a district (or charter) be exited at the end of the year. Exit simply means that all students YYYY-YYYY enrollment needs to have a Leave Date AND Exit Code assigned.
For example, Student X who is completing the last grade level (6th) at the Elementary school and is being promoted to 7th grade at the Middle school.
CALPADS doesn't have any fine-tuned rule (i.e. you MUST do it this way or else...) for how districts are to Exit this group of students, so there is still a bit of variety out there. It is getting closer to some consistency, but its not 100% yet.So, for example, in the past, one client would ask to exit 6th graders (those finishing Elementary and going into Middle) with a T160. Another would ask to exit 6th graders with an E450, etc. There is no right or wrong way, yet.
Because of the inconsistencies above, Illuminate cannot assume any specific Exit Code for this group(s). When you request this group(s) to be updated, please provide us which Exit Code you plan to use and for which Grade Level(s). Otherwise, we default to the generic codes displayed below
Students who are coming back to the same school again next year. For example, Student Y, who is a current 3rd grader at James Elementary, is coming back to the same school for 4th grade next year.
For this group, CALPADS does have one consistent rule. All students who are coming back to the same school next year should be exited with an E155 Exit Code.
Q: So what does this all mean? I'm new to all this CALPADS stuff. I'm a District who is K-12.Our Elementary schools are K-6, MS are 7-8, and HS are 9-12. What does Illuminate suggest that each grade level exit with?
A: Listed above are the suggested generic Exit Codes for each grade level, per the example of the K-12 district.
A: The Graduation Status is related to CALPADS SENR field 1.28 (Student School Completion Status). CALPADS has a rule that the field must be populated if the student Exit Code = E230.Basically, if a student is a "CompleterExit" (E230), CALPADS wants to know the why (Graduation Status). Did the student get Promoted (480) to another school level (i.e. Elementary > MS, MS > HS)? Did the student graduate with a HS diploma (100)? Etc.
Q: When a kid reaches and completes the last grade level within a type of school (i.e. Elementary, MS, HS), I see that CALPADS generically expects some type of completer exit code, what are the suggested codes? For example, the 6th grader who completed Elementary and is moving to MS...the 8th grader moving to HS...the 12th grader who is finished for good.
The following are the suggested generic Exit Codes for such classification:
1. Elementary-type student completers (5th if K-5, 6th if K-6), should use the E450.
2. MS-type school student completers at (8th), should be the E230 Exit code and 480 Graduation Status.
3. HS-type school completers (12th), should be the E230 Exit code and 100 Graduation Status.
Q: What about the kid who is currently 3rd grade at James Elementary (not yet at the last grade level), who is transferring to 4th grade at Lincoln Elementary? I don't want this kid to get the E155 because that's wrong/incorrect. Your tool is making false assumptions.
A: The tool was meant as a quick mass update. The tool will not cover 100% of all scenarios out there.Yes, it will include this kid if his/her current enrollment has not yet been exited. The exceptions can be manually adjusted afterwards. Better to cover the 99% than to manually adjust, right?
Q: What about the students that clerks have already exited properly? Please tell me your tool isn't going to touch those instances.
A: We definitely made sure the tool does not touch these "already exited" student scenarios.T he tool only looks for students who have a blank Leave Date and blank Exit Code. Assuming that the students were already exited as necessary by the clerks, the students should have a Leave Date and Exit Code and will be excluded from the selection.
Q: I’m a charter school in which we have one physical school site spanning K-8 students. However in Illuminate, we’ve created “sites” which we broke out into an Elementary K-5 site and a Middle 6-8 site. Both sites are tagged with the same CDS code in Illuminate so that we can report each group of enrolled kids under that same CDS. How should I exit the 5th grader who is going to 6th next year? He/she isn’t truly changing schools in reality, but in Illuminate he/she shows as different schools in the Enrollment History.
A: In this scenario, the 5th grader should be populated with the E155 Exit Code because there is no real physical school change (only virtual).