Classic View: CA State Reporting > CALPADS Student Information
Search Terms: CALPADS Student Information
The CALPADS Student Information File is used to submit demographic, grade level, EL, immigrant status, and address data information on a student or to manage changes to this data. This record uses the Effective Date processing method, meaning, when there is previous data for the student, CALPADS establishes an end date that is one day prior to the new start date.
This extract should be submitted after a new student is assigned an SSID and any time student data should be updated in the CALPADS database. This record is required in the Fall 1 collection.
CALPADS Student Information
Best Practice for generating this extract is to maintain student data in the CALPADS database on an ongoing basis. Enter a Reporting Date and a Previous Submission Date to select students who have changes during this date range.
For example, running the report as Record Type SINF and entering 11/01/CCYY as the Reporting Date and 10/1/CCYY as the Previous Submission Date allows all students who have an Enrollment Start Date between 10/02/CCYY and 11/01/CCYY to report with their Enrollment Start Date as the Effective Start Date in the extract. This serves to enter demographic information on new students as well as updating Grade Level data for any students who may have been promoted mid-year.
Report Logic
All students actively enrolled on the Reporting Date are reported, unless the Previous Submission Date is also chosen (see next paragraph). Only one record reports, no matter how many enrollments a student may have, unless the Include All Identities checkbox is marked. In that case, all instances of a student's identity are included in the report when the student is actively enrolled between the Previous Submission Date and the Reporting Date.
When the Previous Submission Date is also entered, only students who have data changes between the Previous Submission Date and the Reporting Date are included in the report.
The Effective Start Date is used to populate field 4, Effective Start Date. This date can be before the Reporting Date. When a date is entered in this field, it populates every record in the submission. When the Effective Start Date is before the Start Date of the enrollment that is active on the Report Date, the Enrollment Start Date reports.
When a value is not entered in the Effective Start Date, the Enrollment Start Date reports as the Effective Start Date.
The Effective End Date is used to populate field 5, Effective End Date, unless the student has exited since the reporting date. See the description of the Effective End Date in the Data Elements Table for the logic in that situation. This date does not usually need to be entered.
Students do not report when:
- They are not enrolled on the Reporting Date.
- Their enrollment record has a Service Type of N.
- Their enrollment record is marked as No Show or as State Exclude.
- The grade level of enrollment is marked as State Exclude.
- The calendar of enrollment is marked as State Exclude.
All enrollment-related data reports from the enrollment that is active on the Reporting Date.
Address Logic Used in Student Enrollment File
The student's residential address reports. When there is only one address for the student, this is the residential address. When the address is marked as mailing and there is another active address that is not marked as mailing, the address not marked as mailing reports.
Operational Key
- SSID (Field 9)
CAASPP Address Decision Table and Logic
When the CAASPP Address checkbox is marked, only the primary household's mailing address reports when the student has both a primary and secondary household that both have mailing addresses. This applies to the following fields:
- Residential Address Line 2
- Residential City
- Residential State
- Residential Zip
When the Primary Address is NOT active at the time of generating this report (the address has an end date prior to the reporting date entered on the report editor, or the end date is prior to the effective date in the date range entered on the report editor), the Secondary Household Primary Address reports.
In addition:
- When the student has multiple addresses and none are marked as mailing, the newest address reports.
- When the student has multiple addresses marked as mailing in one household, the most recent address reports.
- When the student has multiple addresses marked as mailing in multiple households, the most recent address from the household not marked as Secondary reports.
- When the student has multiple addresses marked as mailing in multiple households and neither is marked as secondary, the most recent address of all addresses in the households reports.
The following table defines what address reports when a student is in two households both with mailing addresses.
| Address Scenario | Primary Household Mailing Address | Secondary Household Mailing Address | No Mailing Address | Multiple Mailing Addresses | PO Box |
|---|---|---|---|---|---|
| One Primary Household | Reports | Does not report | Reports the newest address. | Reports the newest mailing address. | When CAASPP is not marked, the PO Box reports. |
| One Primary Household, One Secondary Household | Reports | Does not report | Reports the newest address for the primary household. | Reports the newest mailing address for the primary household. | When CAASPP is not marked, the PO Box reports for the primary household. |
| One Secondary household, One Primary Household with end date within the date range | Does not report | Reports | Reports the newest address for the secondary household. | Reports the newest mailing address for the secondary household. | When CAASPP is not marked and the PO Box exists on the secondary household without an end date, the PO Box reports. |
| One Secondary Household, One Primary Household with an end date BEFORE the date range | Does not report | Reports | Reports the newest address for the secondary household. | Reports the newest mailing address for the secondary household. | When CAASPP is not marked and the PO Box exists on the secondary household without an end date, the PO Box reports. |
| One Secondary Household, One Primary Household with an end date AFTER the date range | Reports | Does not report | Reports the new address for the primary household. | Reports the newest mailing address for the primary household. | When CAASPP is not marked, the PO Box reports. |
| One Household with two addresses, one marked as Primary | Reports | Does not report | N/A | N/A | When CAASPP is not marked, the PO Box reports. |
| Two Households with multiple addresses marked as mailing | Reports the address with the newest start date that does not have an end date and is marked as mailing. | Does not report | N/A | Reports the address with the newest start date that does not have an end date and is marked as mailing. | When CAASPP is not marked, the PO Box reports. |
Non-Binary Gender Reporting
Schools can assign students a gender of M: Male, F: Female, X: Non-binary. This is done on the Identities tool and/or the Demographics tool.
CALPADS Extracts use the Legal Gender field included in the Protected Identity Information to report student and staff identity information.
To record a gender of X: Non-binary, on the Identities tool:
- Assign the Gender of X: Non-Binary in the standard identify fields.
- Assign the Protected Identity Information Legal Gender of M: Male, F: Female, or X: Non-binary.
- Save the record when finished.
Gender and Legal Gender AssignmentReport Editor
Field | Description |
|---|---|
Reporting Date | Indicates the date of the report. This field displays the current date and includes all students enrolled on this date unless a previous submission date is entered. |
Previous Submission Date | Date the file was previously submitted. When entered, only students who have a data change since this date report, based on the record type. |
| Include All Identities | Allows every instance of a student's Identity records to be included in the report. Multiple identities report as separate records for the student between the Previous Submitted Date and the entered Reporting Date. When marked, the student's Enrollment Start Date is used as the Effective Start Date. This checkbox is automatically marked. If only one instance of the student's identity records (the most current record) should be included in the extract, remove the checkbox. |
Effective Start Date | A date entered in this field populates the Effective Start Date field on the extract. This field is normally left blank for ongoing submissions, which allows the appropriate start date (depending on the record type) to populate the extract field. This date CANNOT be earlier than the date entered in the Previous Submission Date field. If there is no date entered in the Previous Submission Date field, this date CANNOT be earlier than the start date of the school year. A date entered in this field is reported, unless the student's Enrollment Start Date is later than the Effective Start Date, in which case the Enrollment Start Date reports.
This field does not display when the Include All Identities checkbox is marked. |
Effective End Date | A date entered in this field populates the Effective End Date field in the extract. This field is normally left blank, which allows the appropriate End Date (depending on the Record Type) to populate the extract field when necessary. This field does not display when the Include All Identities checkbox is marked. |
Transaction Type | Indicates the type of transaction that occurs - Add/Update or Delete. |
Format | Determines how the report generates. Select State Format (Caret Delimited) when submitting records to the state. Other formats available for testing and review purposes are CSV and HTML. |
Ad hoc Filter | Select which students to include in the extract by choosing a filter that was created in the Filter Designer. |
Calendar Selection | Select the calendar of enrollment from which to pull student data. Calendars can be chosen by the active year, by the school name or by the year. |
Report Generation Options | Choose the Generate Extract to display the results of the chosen items immediately. Choose the Submit to Batch option to generate the report at a specified time. This option is helpful when generating large amounts of data. |
Generate the Extract
- Enter the Reporting Date in mmddyy format, or use the calendar icon to select a date.
- Enter the Previous Submission Date in mmddyy format, or use the calendar icon to select a date.
- Verify the Include All Identities checkbox is marked to report all instances of a student's identity. If only one record should be included, remove the checkbox.
- When the Include All Identities checkbox is NOT marked, enter the Effective Start Date in mmddyy format, or use the calendar icon to select a date only when all records should have the same Effective Start Date.
- When the Include All Identities checkbox is NOT marked, enter the Effective End Date in mmddyy format, or use the calendar icon to select a date only when all records should have the same Effective End Date. Ordinarily, a date should not be entered in this field.
- Select the Transaction Type from the dropdown list - Add/Update or Delete.
- Select the Format of the file.
- Use the Ad hoc Filter to select students already included in a filter. This is not required. When not chosen, all students who have the appropriate enrollment start or end status during the entered date range are included.
- Select the Calendars to include in the file.
- Click the Generate Extract button. Or generate the extract at a specified time using the Submit to Batch button. The file appears in a new window in the selected format.
Student Information File Layout
X indicates a required field.
Elements | Description | Location |
|---|---|---|
Record Type Code | Type of data record being submitted as chosen on the Extract Editor. SINF is the default.
Alphanumeric, 4 characters | Not dynamically stored |
Transaction Type Code | Action the state should take with this record as chosen on the Extract Editor. Add/Update is the default.
Alphanumeric, 1 character | Not dynamically stored |
Local Record ID | N/A | N/A |
Effective Start Date | When an Effective Start Date is entered in the editor, that date reports.
When the Effective Start Date is not entered, the reported date is based on the Record Type code.
Date field, 8 characters (CCYYMMDD) | Student Information > General > Enrollments > Start Date Enrollment.startDate Student Information > Program Participation > English Learners (EL) > Identified Date or Program Exit Date. lep.identifiedDate lep.programExitDate |
Effective End Date | The month, day and year on which the data within the record stops being effective/current. Date field, 8 characters (CCYYMMDD) | Student Information > General > Enrollments > End Date Enrollment.endDate |
Reporting LEA | A unique identifier for the educational service institution responsible for obtaining and maintaining a student’s Statewide Student Identifier by way of an enrollment record in CALPADS. When the reporting calendar is from a School with Type = 15: Independently Reporting Charter, the State School Number reports (not the State District Number). This field reports the Secondary District Number when the reporting calendar has a School Type of 16: Secondary State District Number. Numeric, 7 digits | System Administration > Resources > District Information > State District Number District.number System Administration > Resources > School > School Number School.number System Administration > Resources > School > Type School.type |
School of Attendance | A unique identifier for the school that delivers a majority of educational instruction and services and is where the student attends. A District-level school entity should use the State District Number for the State School Number. When the CDS Number is populated on the School editor, that value reports. Numeric, 7 digits | System Administration > Resources > School > State School Number School.Number System Administration > Resources > School > CDS Number |
Academic Year ID | A unique identifier assigned to a specific Academic Year. An Academic Year is the period during which school is in regular session and provides a required number of days of instruction. Date field, 9 characters (CCYY-CCYY) | System Administration > Calendar > School Years > Start Year/End Year Calendar.schoolYear |
SSID | The unique identifier for the student assigned to or by the first California district in which the student is enrolled in accordance with CDE established standards. This number follows the student from school to school throughout his/her K-12 career. Alphanumeric, 10 characters | Census > People > Demographics > Person Identifiers > State ID Person.stateID |
Local Student ID | A unique identifier assigned to the student by a local educational agency. This may not necessarily be the same as the identifier assigned to the student at the school level. Alphanumeric, up to 15 characters | Census > People > Demographics > Person Identifiers > Student Number Person.studentNumber |
Legal First Name | Reports the student's Legal first name of the student when that field is populated on the Identities record. When the Legal First Name field is not populated, information reports from the First Name field on the Demographics record. This field may only include alphabetic letters, numbers, periods, hyphens and apostrophes. Alphanumeric, 30 characters | Census > People > Demographics > Person Identifiers > First Name Identity.firstName Census > People > Identities > Identity Information > Protected Identity Information > Legal First Name Identity.legalFirstName |
Legal Middle Name | Reports Legal Middle name of the student when the Legal Middle Name field is populated on the Identities record. When the Legal Middle Name field is not populated, information reports from the Middle Name field on the Demographics record. Alphanumeric, 30 characters | Census > People > Demographics > Person Identifiers > Middle Name Identity.middleName Census > People > Identities > Identity Information > Protected Identity Information > Legal Middle Name Identity.legalMiddleName |
Legal Last Name | Reports the Legal Last Name of the student. When the Legal Last Name field is populated, information reports from that field. When the Legal Last Name field is not populated, information reports from the Last Name field on the Demographics record. Alphanumeric, 50 characters | Census > People > Demographics > Person Identifiers > Last Name Identity.lastName Census > People > Identities > Identity Information > Protected Identity Information > Legal Last Name Identity.legalLastName |
Suffix | Legal abbreviation following person’s name containing information specific to that person (i.e., Sr, Jr etc.). Alphanumeric, 3 characters | Census > People > Demographics > Person Identifiers > Suffix Identity.suffix |
Alias First Name | Alternative first name given to the student reported from a previous identity. When the Legal First Name field is populated on the earlier identity, information reports from that field. When the Alias First Name, Alias Middle Name and Alias Last Name is the same as the Legal First Name, Legal Middle Name, and Legal Last Name, this field reports blank. This field may only include alphabetic letters, numbers, periods, hyphens and apostrophes. Alphanumeric, 30 characters | Census > People > Demographics > Person Identifiers > First Name Identity.firstName Census > People > Identities > Identity Information > Protected Identity Information > Legal First Name Identity.legalFirstName |
Alias Middle Name | Alternative middle name given to the student reported from a previous identity. When the Legal middle Name field is populated on the earlier identity, information reports from that field. When the Alias First Name, Alias Middle Name and Alias Last Name is the same as the Legal First Name, Legal Middle Name, and Legal Last Name, this field reports blank. Alphanumeric, 30 characters | Census > People > Demographics > Person Identifiers > Middle Name Identity.middleName Census > People > Identities > Identity Information > Protected Identity Information > Legal Middle Name Identity.legalMiddleName |
Alias Last Name | Alternative last name given to the student reported from a previous identity. When the Legal Last Name field is populated on the earlier identity, information reports from that field. When the Alias First Name, Alias Middle Name and Alias Last Name is the same as the Legal First Name, Legal Middle Name, and Legal Last Name, this field reports blank. Alphanumeric, 50 characters | Census > People > Demographics > Person Identifiers > Last Name Identity.lastName Census > People > Identities > Identity Information > Protected Identity Information > Legal Last Name Identity.legalLastName |
Birth Date | The month, day and year on which a person was born based on the Gregorian Calendar. Date field, 8 characters (CCYYMMDD) | Census > People > Demographics > Person Identifiers > Birth Date Identity.birthDate |
Gender | Student’s designated gender. When the Legal Gender field is populated, information reports from that field. See the Non-Binary Gender Reporting section for additional information. Alphanumeric, 1 character (M or F) | Census > People > Demographics > Person Identifiers > Gender Identity.gender Census > People > Identities > Identity Information > Protected Identity Information > Legal Gender Identity.legalGender |
Birth City | Formal name of the city or town in which a person was born. Alphanumeric, 30 characters | Census > People > Demographics > Person Information > Birth City Identity.birthCity |
Birth State | The state/province where an individual was born.
Alphanumeric, 6 characters (XX-YY or XX-YYY) | Census > People > Demographics > Person Information > Birth State Identity.birthState |
Birth Country | A coded value representing the country where an individual was born. Reports the default value on the attribute when the student does not have a value entered or reports "US" when the student does not have a value entered AND there is no default value on the attribute. Alphanumeric, 2 characters (XX-YY or XX-YYY) | Census > People > Demographics > Person Information > Birth Country Identity.birthCountry |
Hispanic Ethnicity | An indication of whether a student identifies as having a Hispanic ethnicity
Alphanumeric, 1 character (Y/N/Blank ) | Census > Demographics > Person Information > Is the individual Hispanic/Latino? Identity.hispanicEthnicity |
Missing Ethnicity Indicator | An indication of whether or not the student’s Ethnicity has intentionally been left blank.
Alphanumeric, 1 character | Census > Demographics > Person Information > Race/Ethnicity Determination Identity.raceEthnicityDetermination |
Race Code 1 | A coded value representing a person’s Race Category. The first race selected for the student. Numeric, 3 digits or blank | Census > Demographics > Person Information > Race checkbox Identity.caRace |
Race Code 2 | A coded value representing a person’s Race Category.The second race selected for the student. Numeric, 3 digits or blank | Census > Demographics > Person Information > Race checkbox Identity.caRace |
Race Code 3 | A coded value representing a person’s Race Category. The third race selected for the student. Numeric, 3 digits or blank | Census > Demographics > Person Information > Race checkbox Identity.caRace |
Race Code 4 | A coded value representing a person’s Race Category. The fourth race selected for the student. Numeric, 3 digits or blank | Census > Demographics > Person Information > Race checkbox Identity.caRace |
Race Code 5 | A coded value representing a person’s Race Category. The fifth race selected for the student. Numeric, 3 digits or blank | Census > Demographics > Person Information > Race checkbox Identity.caRace |
Race Missing Indicator | An indication of whether or not the student’s Ethnicity has intentionally been left blank. Alphanumeric, 1 character | Census > Demographics > Person Information > Race checkbox Identity.caRace |
Residential Address Line 1 | The address where an individual either receives mail or resides. See the Address Logic section for more information. An Address Number is not required. Alphanumeric, 60 characters | Census > Address > Address Information > Number, Prefix, Street, Tag, Direction, Apt Address.Number |
Residential Address Line 2 | Reports address overflow reported in Residential Address Line 1 field. See the Report Logic section for more information. Alphanumeric, 60 characters | Census > Address > Address Information > Number, Prefix, Street, Tag, Direction, Apt Address.Number |
Residential City | The formal name of the city or town where mail is sent or received. See the Report Logic section for more information. Alphanumeric, 30 characters | Census > Address > Address Information > City Address.City |
Residential State | A coded value representing the abbreviation for a State/Province in an address. See the Report Logic section for more information. Alphanumeric, 4 characters (US-XX) | Census > Address > Address Information > State Address.State |
Residential Zip | The ZIP code used for the location where mail is sent or received, inclusive of the four-digit ZIP code extension. See the Report Logic section for more information. Numeric, 10 digits (XXXXX or XXXXX-XXXX) | Census > Address > Address Information > Zip Address.Zip |
Initial US School Enrollment Date | The date of the student’s first enrollment in a kindergarten through 12th grade public or private school in the US, including its territories.This field is required when the student's Birth Country is not US or PR or when the student's English Proficiency is EL. Date field, 8 characters (CCYYMMDD) | Census > People > Demographics > Person Information > Date Entered US School Identity.dateEnteredUSSchool |
Enrolled less than three years | An indication of whether or not a student has been enrolled in a US school for less than three cumulative years. This is calculated using the Start Date in the Early Learning editor. When the Early Learning Start Date is blank, this is calculated using the Date Entered US School. When multiple Early Learning records exists this is calculated using the earliest start date among the existing records.
Alphanumeric, 1 character (Y or N) | Census > People > Demographics > EL enrolled less than 3 years Identity.schoolingUS Student Information > Program Participation > Early Learning > Start Date |
Guardian Highest Education | Coded value representing the highest educational level of the parent/guardian. When the field is not populated on the student's Demographics record, then the selection made on the guardian's demographics tabs is used. When neither education level is selected, this field reports blank. When the field is populated for one guardian, but not the other, and the field is blank on the student's Demographics record, the value reported for the one guardian reports. This field reports blank when the field is blank for all guardians and the student. When a guardian is marked as such as a non-household relationship, that person's Parent Ed value factors into the calculation to determine the highest ED level. Numeric, 2 digits | Census > People > Demographics > Person Information > Education Level (for parent) Identity.educationlevel |
Guardian 1 First Name | First name of the first parent/guardian contact listed for the student. When a guardian's first name is longer than 30 characters, the name up and including the 30th character prints. Any characters thereafter do not print. Alphanumeric, 30 characters | Census > People > Relationships > Guardian Identity.firstName |
Guardian 1 Last Name | The last name of the first Parent/Guardian contact listed for a student. When a guardian's last name is longer than 50 characters, the name up and including the 50th character prints. Any characters thereafter do not print. Alphanumeric, 50 characters | Census > People > Relationships > Guardian Identity.lastName |
Guardian 2 First Name | The first name of the second Parent/Guardian contact listed for a student. When a guardian's first name is longer than 30 characters, the name up and including the 30th character prints. Any characters thereafter do not print. Alphanumeric, 30 characters | Census > People > Relationships > Guardian Identity.firstName |
Guardian 2 Last Name | The first name of the second Parent/Guardian contact listed for a student. When a guardian's last name is longer than 50 characters, the name up and including the 50th character prints. Any characters thereafter do not print. Alphanumeric, 50 characters | Census > People > Relationships > Guardian Identity.lastName |
| Student Preferred First Name | Reports the student's First Name form the Demographics field when the Legal First Name field is populated on the Identities record. This only reports when both the Legal First Name and Legal Last Name fields are populated on the Identities record. Alphanumeric, 50 characters | Census > People > Demographics > Person Identifiers > First Name Identity.firstName Census > People > Identities > Identity Information > Protected Identity Information > Legal First Name Identity.legalFirstName |
| Student Preferred Last Name | Reports the student's Last Name form the Demographics field when the Legal LastName field is populated on the Identities record. This only reports when both the Legal First Name and Legal Last Name fields are populated on the Identities record. Alphanumeric, 50 characters | Census > People > Demographics > Person Identifiers > Last Name Identity.lastName Census > People > Identities > Identity Information > Protected Identity Information > Legal Last Name Identity.legalLastName |
| Mailing Address 1 | Reports the student's active Number and Street information from the Household that is active on the entered Reporting Date (a household with a start date prior to the reporting date or a household with no start date is considered active). If the household has multiple addresses marked as Mailing, the address marked as Secondary or PO Box reports. If the primary household has a single address, logic looks for a secondary household and reports the address form that household. Alphanumeric, 60 characters | Census > Households > Addresses > Household Location Editor > Address Address.number |
| Mailing Address 2 | Reports address overflow reported in Residential Address Line 1 field. See the Report Logic section for more information. Alphanumeric, 60 characters | Census > Households > Addresses > Household Location Editor > Address Address.number |
| Mailing Address City | The formal name of the city or town where mail is sent or received. See the Report Logic section for more information. Alphanumeric, 30 characters | Census > Households > Addresses > Household Location Editor > Address Address.city |
| Mailing Address State | A coded value representing the abbreviation for a State/Province in an address. See the Report Logic section for more information. Alphanumeric, 4 characters (US-XX) | Census > Households > Addresses > Household Location Editor > Address Address.state |
| Mailing Address Zip | The ZIP code used for the location where mail is sent or received, inclusive of the four-digit ZIP code extension. See the Report Logic section for more information. Numeric, 10 digits (XXXXX or XXXXX-XXXX) | Census > Households > Addresses > Household Location Editor > Address Address.zip |
