Adding Student Demographics

Data Element

Description

[Table] Field Name

Used in these Reports

Name (Last, First Middle)

Enter the student’s first, middle and last name. Choose the suffix from the pop-up menu.

See the Appendix for suffix codes.

This field can also be populated on the CALPADS Student Information page.

Note: The 'suffix' codes are displayed (view only) next to the Middle Name field on the Student Information and Demographics Pages

Required for CALPADS

[Students]Last_Name

[Students]First_Name

[Students]Middle_Name

[S_CA_STU_X]NameSuffix

All Reports

Legal Name (Last, First Middle Suffix)

This field overrides student name on state reports. This field is only required if legal name does not match preferred name.

If the student's legal name matches the student's preferred name, click Copy to populate the legal name fields. If the student's legal name does not match the student's preferred name, enter the student's legal name.

Note: The 'suffix' codes are displayed (view only) next to the Middle Name field on the Student Information and Demographics Pages

This field can also be populated on the CALPADS Student Information page.

Required for CALPADS

[StudentCoreFields]PSCore_Legal_Last_Name

[StudentCoreFields]PSCore_Legal_First_Name

[StudentCoreFields]PSCore_Legal_Middle_Name

[StudentCoreFields]PSCore_Legal_Suffix

All Reports

Home Address

Enter the student’s home address, including the street, city, state, and ZIP code.

The address should be entered using the US Postal standard. Copy and paste the following link into a browser to download the Postal Addressing Standards document: http://pe.usps.gov/cpim/ftp/pubs/Pub28/pub28.pdf

Required for CALPADS if the Primary Residence Category Code is not 100, 110, 120, OR 130 (Homeless).

The home address can also be populated on the Addresses page.

[Students]Street

[Students]City

[Students]State

[Students]Zip

Stu Info

STAR Pre-ID

CAHSEE

UC Direct

Blue Card

Pupil Perm Rec

Mailing Address

Enter the student’s mailing address, including the street, city, state, and ZIP code. If the mailing address and home address are the same, click the Copy From Address link.

Note: If the student’s mailing address is populated, then the mailing address is extracted in the Student Information extract. Otherwise, the home address is extracted.

The mailing address can also be populated on the Addresses page.

[Students]Mailing_Street

[Students]Mailing_City

[Students]Mailing_State

[Students]Mailing_Zip

Stu Info

STAR Pre-ID

CAHSEE

UC Direct

Blue Card

Pupil Perm Rec

Home Phone

Enter the student’s home phone number.

[Students]Home_Phone

Blue Card

DOB

Enter the student’s date of birth.

This field can also be populated on the CALPADS Student Information page.

Required for CALPADS

[Students]DOB

SSID Enroll

Stu Info

Stu Program

Stu Discipline

Stu EL Acqu

Stu Waiver

Stu Crs Sec

Stu CTE

All Pre-ID

Phys Fit

Cal-PASS

CASEMIS A

CASEMIS D

UC Direct

Transcript

Blue Card

IS Stu Att Register

Pupil Perm Rec

DOB Verification Method

Select the method used to verify the student's date of birth.

[S_CA_STU_X ]DOBVerificationMethod

Pupil Perm Rec

Federal Ethnicity and Race: Ethnicity

Choose Yes or No to indicate if the student is Hispanic or Latino.

Select Ethnicity Missing if the student ethnicity value has been intentionally been left blank.

Valid values:

• -1 – Default, no value

• 0 – No, not Hispanic or Latino

• 1 – Yes, Hispanic or Latino

• 2 – Ethnicity Missing

Required for CALPADS

[Students]Fedethnicity

Stu Info

All Pre-ID

Cal-PASS

UC Direct

Blue Card

CASEMIS A

CASEMIS D

CRDC

Race/Eth Mig

Phys Fit

Perkins E-1

Federal Ethnicity and Race: Race

Select the checkbox for the appropriate federal race category.

Select Race Missing if the student race values have been intentionally left blank.

See the Appendix for valid values.

Required for CALPADS

[StudentRace]Racecd

[Students]Fedracedecline

Stu Info

All Pre-ID

Cal-PASS

UC Direct

Blue Card

CASEMIS A

CASEMIS D

CRDC

Race/Eth Mig

Phys Fit

Perkins E-1

Scheduling / Reporting Ethnicity

The scheduling/reporting race and ethnicity codes are not used in CALPADS reporting, but must be set to appear on other California and global reports.

[Students]Ethnicity

None

Gender

Choose the student's preferred gender from the pop-up menu:

• (M) Male

• (F) Female

• (X) Non-Binary

This value can also be populated on the CALPADS Student Information page in the Preferred Gender field.

Required for CALPADS

Note: (X) Non-Binary is not available by default. The non-binary gender value must be enabled at Start Page > District > District Info > Gender Preferences.

[Students]Gender

SSID Enroll

Stu Info

Stu Program

Stu EL Acq

Stu Discipline

Stu Waiver

Stu Crs Sec

Stu CTE

All Pre-ID

Phys Fit

UC/CSU Qual

Scholarship Fed

Cal-PASS

CASEMIS A

CASEMIS D

CRDC

UC Direct

Transcript

Blue Card

SI Monthly Att Aud

Gains-Losses

Adult Ed

Perkins E-1

Pupil Perm Rec

Legal Gender

This field overrides student gender on state reports. This field is only required if legal gender does not match preferred gender.

If the student's legal gender matches the student's preferred gender, click Copy to populate the legal gender field. If the student's legal gender does not match the student's preferred gender, choose the student's legal gender from the pop-up menu.

This field can also be populated on the CALPADS Student Information page.

Required for CALPADS

Note: It is suggested to have this field populated as either Male or Female and avoid Non-Binary if you are using Non-CALPADS state reports where Non-Binary gender is not applicable.

[StudentCoreFields]PSCore_Legal_Gender

SSN

Enter the student’s SSN.

[Students]SSN

Cal-PASS

CASEMIS A

CASEMIS D

UC Direct

Student Number

This field is populated when enrolling a student into the school. The value can either be entered manually, or system generated. The maximum number of characters for CALPADS is 10.

Can be viewed on the CALPADS Student Information page.

Required for CALPADS

[Students]Student_Number

All Reports

Mother’s Name

Enter the name of the student’s mother, if applicable.

This field can also be populated on the Guardian Information page.

[Students]Mother

Stu Info

CAHSEE

Transcript

Blue Card

Daytime Phone

Enter the mother’s daytime phone number.

[Students]motherdayphone

Blue Card

Father’s Name

Enter the name of the student’s father, if applicable.

This field can also be populated on the Guardian Information page.

[Students]Father

Stu Info

CAHSEE

Transcript

Blue Card

Daytime Phone

Enter the father’s daytime phone number.

[Students]fatherdayphone

Blue Card

Guardian Name & Info – Last, First, Middle

Enter the guardian’s full name, if applicable.

This field can also be populated on the Guardian Information page.

[Students]Guardian_LN

[Students]Guardian_FN

CAHSEE

Stu Info

Transcript

Blue Card

Daytime Phone

Enter the guardian’s daytime phone number.

[Students]guardiandayphone

Blue Card

Prefix

Enter the prefix for the name. 

[personcorefields]Prefix

First Name

Enter the first name of the student contact person. 

[personcorefieldsS]FirstName

Middle Name

Enter the middle name of the student contact person. 

[personcorefields]MiddleName

Last Name

Enter the last name of the student contact person. 

[personcorefields]LastName

Gender

Enter the  gender of the student contact person. 

[personcorefields]Gender

Highest Education Level

Enter the highest education level of the student contact person. 

[personcorefields]EducationLevel

Employer 

Enter the student contact person's employer details.

[personcorefields]Employer

Active

Select this option to indicate that the contact person is active. 

[personcorefields]Active