End-of-Year (EOY)

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.

What is the difference between ADA and STAS?

• ADA and STAS, while they both encompass attendance, actually report 2 different things.

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