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End-of-Year (EOY)

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Will Brock
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This document will review the extracts CALPADS expects for EOY submission.

What Extracts are included in EOY?

What Date(s) do I run CALPADS Extracts for in Illuminate?

For EOY certification, you can run the extracts for the full academic year and/or run from Census Day to the end of the year.

New Discipline Files - SINC, SIRS, and SOFF

Beginning the 2019-2020 academic year, CALPADS is no longer expecting the Student Discipline (SDIS) file. Instead, CALPADS is expecting 3 new files (to be run in the following order):

  1. Student Incident (SINC)
  2. Student Incident Result (SIRS)
  3. Student Offense (SOFF)

Illuminate added new Consequence codes to all ISI client databases in the Summer of 2019. Codes added were 400, 501, 502, 700, and 800.

The same workflow in creating Major Behavior Incidents is still expected to report data for these new files. Consequences, Consequence Duration, and Violations are all entered/updated under Participants.

All 3 extracts will include Validation Logs to cross-check valid code combinations for these new files. It is recommended to run Validation Logs prior to submitting to CALPADS. The order for submission to CALPADS should follow: 1) Student Incident (SINC), 2) Student incident Result (SIRS), then 3) Student Offense (SOFF).

Please refer to CALPADS System Documentation or contact CALPADS support for additional details on which codes/code combinations are expected for data entry.

Database Team limitation: If there is data missing or incorrect for behavior incidents, this must be corrected/updated manually per incident in Illuminate.

SCSC - Carnegie Units Earned

A new column for Carnegie Units Earned has been added with the following logic:

  • For final grades being pulled into the SCSC, where grade levels 9-12 and CRS-State Course Code is less than or greater than 1000, the following default values will appear:
    • Semester Class with passing grade earning credits = 0.5 Carnegie Unit
    • Full Year Class with passing grade earning credits = 1 Carnegie Unit
    • Quarter Class with passing grade earning credits = 0.25 Carnegie Unit
    • Trimester Class with passing grade earning credits = 0.33 Carnegie Unit
    • Hexmester Class with passing grade earning credits = 0.17 Carnegie Unit
    • Classes with failing grades earning 0 credits = 0 Carnegie Units

In the event the default logic does not apply for student records, manual changes must be made in CALPADS.

Note: Semester, Full Year, Quarter, Trimester, Hexmester classification relies on Term Type settings of Secondary Final Grading Periods. Term Type values must also be state mapped in Code Management to pull into SCSC file.

CALPADS EOY Enrollment Exit Q and A

Tell me more about Exit Codes and Leave Dates:

  • 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.

What do I do for students who are going to a different school next year?

  • Illuminate can support in filling in exit codes, but cannot recommend what codes to use. If you are unsure what exit codes to apply for your students, refer to CALPADS System Documentation or contact CALPADS Support.

What do I do for students who are coming back to the SAME school next year?

  • Illuminate can support in filling in exit codes, but cannot recommend what codes to use. If you are unsure what exit codes to apply for your students, refer to CALPADS System Documentation or contact CALPADS Support.

So what does this mean? I'm new to CALPADS. What does Illuminate suggest each grade level exit with?

  • Illuminate can support in filling in exit codes, but cannot recommend what codes to use. If you are unsure what exit codes to apply for your students, refer to CALPADS System Documentation or contact CALPADS Support.

What's a Graduation Status? Why do I need that?

  • 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 "Completer Exit", CALPADS wants to know the why (Graduation Status). Did the student get Promoted to another school level (i.e. Elementary > MS, MS > HS)? Did the student graduate with a HS diploma? Etc.
  • If you are unsure of which graduation status to apply, Illuminate support cannot recommend what code to use. Please refer to CALPADS System Documentation or contact CALPADS Support.

Can I exit students in mass?

  • Users are only able to exit students manually through the Enrollment History page by editing enrollment. Students who are expected to have unique exit codes or exit dates prior to the end of the year should be exited manually. Please see this document for details on modifying student enrollment.
  • If you are needing to exit students in mass, where you want all students missing exit codes to have a code/status applied in mass, please contact Illuminate Support and follow this example template:
  • If you are needing to exit over 100 students in mass, where not all students missing exit codes/grad status are receiving the same code/status, please contact Illuminate Support and follow this example template:
  • Note: This mass exit request with unique exit codes/statuses would need to be forwarded to our database team and may take up to 2-3 weeks to process.
Student Absences (STAS) FAQ

What is the difference between ADA and STAS?

  • ADA and STAS, while they both encompass attendance, actually report 2 different things.
ADA STAS
Reports the Attendance Number End of Year state report
Can have unreconciled absences All absences must be reconciled (refers to flag type)
Long term independent study pending does not count as an absence, but as other non-apportionment Long term independent study pending must be reconciled as complete or incomplete to be included in totals

Which attendance flags should I be using?

  • Flag Types are what connects attendance flags to STAS, not Flag Titles
  • The following Flag Types are required for a successful submission and use of the tool:
    • Excused Absence
    • Unexcused Absence
    • Out-of-School Suspension
    • Independent Study Complete
    • Independent Study Incomplete
    • Home Hospital
  • Flag titles, characters, etc. are at your district/LEA's discretion, but the Flag Types must refer to the list above.

Do I really have to reconcile my absences?

  • Yes. Absences that are not reconciled are not going to be pulled into the STAS report.Connecting to SENR, when you report, you have to enter and exit dates in the SENR. The STAS is going to make sure that the number of days calculated for expected attendance dates matches the count of dates through the SENR.

How do I handle attendance for Long Term Independent Study?

  • Long Term Independent Study is traditionally assigned to a student for specific period of 30 or 60 days at at time with a flag that is unreconciled. At the end of the period, the independent study teacher, case manager, or advisor reviews the work and assigns an appropriate flag for the total number of days the student's work was approved.
  • Building attendance procedures around submission periods as 30 or 60 days will make reconciliation processes and reporting much cleaner and more manageable.
  • Board Policy may indicate specific procedures on completing work and receiving appropriate marks. It is also at the discretion of the District or LEA on who can change attendance in regards to verifying absent or present for Long Term Independent Study only.
  • These students if accounted for correctly will not be on the last column of the STAS.

How do I handle attendance for Home Hospital, in support of the STAS?

  • Home Hospital is handled as an attendance program. You can set the attendance program at the Session level (school site), Course level, Section level, or by Student Program Override (unless you are a continuation school).
  • For ADA purposes, any other procedures you are doing such as a specific attendance flag or other methods of recording, is perfectly fine. However, using the attendance program is required for STAS submission.
  • You learn more about applying attendance program overrides here

New Work-based Learning File

For 2020-2021 academic year, clients can submit a Work-based Learning (WBLR) file for EOY reporting.

A new page exists in ISI for data entry. To enter student data, go to Students > (General) Work-based Learning Data.

Illuminate has added the appropriate codes for all California ISI clients. Please contact Illuminate Support if you find you are missing codes. For questions around what codes should be entered for students, contact CALPADS.

How do I know what codes/values CALPADS is expecting or what data should populate these extracts?

For questions along the lines of "what is the state expecting," "what should I report," or "how should I report," it is recommended to reference CALPADS System Documentation, CALPADS FAQ, and/or contact CALPADS support.

What is required in Illuminate for each extract?

Please reference the CALPADS Know-It-All help document for details on requirements/details on what is needed for data to pull into Illuminate's extracts/tools.

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