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Cal-PASS

Contents

Introduction

The California Partnership for Achieving Student Success (Cal‐PASS) is an initiative that collects, analyzes, and shares student enrollment, assessment, and achievement data. Cal‐PASS consortia members are from the K‐12 system, community colleges, and universities. The data collected is used to provide specifics for improving the following:

  • Student preparedness for the next level of instruction from elementary school through university
  • Alignment of inter‐segmental curriculum
  • Communication between and among segments
  • Provide a clearer picture of transfer student

The core submission consists of Student Data, Course Enrollment Data, and Award Data. K–12 districts submit data for the district in comma-delimited files for students, schools, and courses that are not excluded from state reporting. The previous year's data must be submitted. For districts that are new to Cal-PASS, prior years may also be submitted.

The submission cycle is from August to June.

If you are on PS version 23.1 or higher and LTK Pref is enabled, when you run the reports with the selected school year 23-24 or higher, the mapped LTK grade values will be displayed. 

Cal-PASS Validation Program

Prior to data submission, the Cal-PASS Validation Program can be used to validate the extract files. Go to http://www.calpass.org and click Cal-PASS Data, then download the Cal-PASS Validation Program and the User's Guide (K-12, CC, or University). Install the program locally on a PC, where the program will store new files in the folder C:/Program Files/Cal-PASS Validator/Uploads. The new files can be uploaded to Cal-PASS.

The Cal-PASS Validation Program looks for files using the following naming convention, Format: T99999K.txt, where T = Type of file (S = Student file, C = Course enrollment file, A = Award file) and 99999K= 5 digit district code (positions 3 – 7 of the CDS code) padded with a 'K'.

Example: C68130K.txt is the file name for the course file from Grossmont Union High School District.

Selection Criteria

Selection criteria determine which database records are used in the report.

Student Selection Criteria

The report selects student records from the [Students] and [ReEnrollments] tables based on the following criteria:

  • The student must be enrolled in grade-level K-12 during the academic school year selected on the report run page.
  • The student must not be excluded from state reporting.
  • The student must have a historical grade awarded for a course completed during the school year selected.

Note: The historical grade must be associated with a store code entered at report runtime.

  • Self-contained students are not required to have historical grades. These students are extracted if they have a previous course enrollment during the school year selected on the report run page with an alternate course code equal to 1000, 1001, 1002, 1003, 1004, 1005, 1006, 1007, 1008, 1009, 1010, 1011 or 1012.

Course Selection Criteria

The course extract returns one record from the [StoredGrades] table and one record from the [CC] table for each course enrollment that meets the following criteria:

  • The course enrollment must satisfy the Student Extract Selection Criteria.
  • The historical grade must not be excluded from the GPA.
  • The historical grade must be associated with a course and section.
  • The historical grade must not be associated with a section or course that is excluded from state reporting.
  • The historical grade must be assigned potential credit hours.
  • The historical grade must be associated with a store code entered at report runtime.

Note: Self-contained courses do not require a historical grade. See the Student Extract Selection Criteria for more information.

Award Selection Criteria

The award extract returns one diploma or degree record for each student that meets the following criteria:

  • The exit code for the student's school enrollment during the Submission Year must be mapped to E230 (CompleterExit). Exit codes are mapped via Start Page > District Setup > Exit Codes > Edit Exit Code using the CALPADS Exit Codes field. This exit code indicates that the student graduated from high school.
  • The student must have a School Completion Status code of 100, 108, 120, 250, 320, 300, or blank for the school enrollment that occurs during the Submission Year selected on the report page.

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Report Input

This report is run at the School and District level.

For help with navigation and running the report, see How to Find and Generate a Report.

Field

Description

Use

If run at the district level, choose one of the following from the pop-up menu:

  • Default – District Wide. Includes all records on the PowerSchool server that meet selection criteria.
  • Current School Only – Includes all records associated with the current school that meet the selection criteria.
  • District-Wide – Includes all records on the PowerSchool server that meet the selection criteria.
  • Sub District – Includes the list of pre-defined subdistricts. When you generate the report, it will reflect the district level values as recorded for the selected subdistrict.

    The Sub-district option should be enabled on the server. Make sure that you have added Sub-districts as needed for your reporting needs.

If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.

Students to Include

Indicate which students to include in the report by selecting one of the following options:

  • The selected [number] students only – Run the report for students in the current selection who meet the selection criteria.
  • All students – Run the report for all students in the current school or district that meet the selection criteria.

Note: If running the report for a single student, or group of students, select the students prior to running the report.

Destination

Choose the destination for the report results from the pop-up menu.

Processing Options

Choose a time to run the report from the pop-up menu:

  • In Background Now (Recommended) – Execute the report immediately in the background.
  • ASAP – Execute the report in the order it is received in the Report Queue.
  • At Night – Execute the report during the next evening.
  • On Weekend – Execute the report during the next weekend.
  • On Specific Time – Execute the report on the date and time specified.

Specific Date/Time

Enter a date using the format mm/dd/yyyy or mm-dd-yyyy in order to run the report on a specific day. The incorrect format displays an alert and the date field is submitted as a blank entry.

Use the pop-up menus to schedule the report to be run at a specific hour and minute.

Example: 7/29/2008 @ 10 AM : 05.

Submission Type

Choose the submission type from the pop-up menu:

  • Student Extract
  • Course Extract
  • Award Extract

Submission Year

Choose the submission year from the pop-up menu. The menu displays all full-year terms previous to the year currently selected at the top of the page. The full-year terms are determined by the setup on the Years & Terms page.

Note: Last year’s data must be submitted. New districts can submit prior years by changing the Submission Year.

Enter Store Codes associated with final grades in a comma delimited list (S1,S2)

Enter a comma-delimited list of store codes. The store codes determine which historical grade records to include in the extracts. A store code is any value associated with a grade when it is stored or manually entered as historical. Do not enter any spaces between the store codes. For example: S1,S2,Q1,Q2,Q3,Q4

Note: The store code enter must be mapped to a Cal-PASS store code on the Course Term Mapping page, accessed via Start Page > District Setup > District Information > Course Term Mapping.

Bypass Validation

Choose Yes or No from the pop-up menu.

Choosing No requires the report to validate whether the student, course, and grade records meet the selection criteria listed above. The report returns a validation error if any of the selection criteria is not met.

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Report Output

Each of the fields displayed in the output of the report is described below. See Understanding the Report Output Tables for a definition of each column in the table.

Report Output Format: The report output format for this report is comma-delimited.

Data Element

Cal-PASS Field #

CALPADS Element #

Description

[Table]FieldName

Max Length

Student Extract

Local School Identifier

K12S1

1.04 & 1.05

The 14-digit County-District-School (CDS) code issued by the CDE.

[Prefs]Value

[Prefs]DistrictNumber

[S_CA_SCH_X]StateSchoolNumber

14

School Year

K12S2

1.07

The current academic year in 4-digit format. Example: 2009-2010 is displayed as 0910.

The year term chosen as the submission year at report runtime.

N/A

4

Student ID

K12S3

1.09

The locally assigned student identifier.

[Students]Student_Number

15

SSN

K12S4

N/A

The student’s social security number. This is the primary field used for tracking groups of students to the next educational level. Submission of this field provides the most successful matching of student records and ensures optimal use of Cal-PASS data.

[Students]SSN

10

Statewide Student ID

K12S5

1.08

The unique identifier assigned by the first California district in which the student was enrolled in accordance with CSIS standards. This number follows the student through his/her K-12 career.

[Students]State_StudentNumber

10

Partial First Name

K12S6

1.10

The first three letters of the student’s first name. Do not include punctuation. For example, O’Malley is extracted as OMA. The symbol $ is used as a placeholder if the name only has two letters. For example, Li is extracted as Li$.

[Students]First_Name

3

Partial Last Name

K12S7

1.12

The first three letters of the student’s last name. Do not include punctuation. For example, O’Malley is extracted as OMA. The symbol $ is used as a placeholder if the name only has two letters. For example, Li is extracted as Li$.

[Students]Last_Name

3

Gender

K12S8

1.18

Student’s gender.

Valid values:

  • F – Female
  • M – Male
  • X – Unknown/Not Reported

[Students]Gender

1

Blank

K12S9

N/A

Field no longer collected by Cal-PASS

Blank

3

Date of Birth

K12S10

1.17

Student’s date of birth reported in the format CCYYMMDD. For example, January 2, 2009, is reported as 20090102.

[Students]DOB

8

Grade Level

K12S11

1.25

The student’s grade level.

The value from the CA Grade Level Override field is extracted if populated. Otherwise, the value from the Grade Level field is extracted.

Grade Level Override Conversion:

  • TD is extracted as IN
  • UU is extracted as XX

Grade Level Conversion:

  • 0 = KN
  • -1 = PS
  • -2 = PS
  • -3 = TD
  • -4 = TD

Note: If the student changes grades part way into the school year, resulting in two grades that meet the criteria for that student, the max grade level is reported. Ex. Student moves from grade 2 to 3. 3 is to be reported.

[Students]Grade_Level

[S_CA_STU_X]GradeLevelOverride

[ReEnrollments]Grade_Level

[S_CA_REN_X]GradeLevelOverride

2

Language

K12S15

1.22

The student’s primary language, i.e. the first language learned, most frequently spoken at home, or most frequently spoke by the parents/adults in the home.

Language Conversion:

UU is extracted as 99

[S_CA_STU_X]PrimaryLanguage

2

Hispanic Ethnicity

K12S16

2.24

Valid values:

Y, N, and U

[Students]FedEthnicity

1

Ethnicity Codes

K12S17

2.26 – 2.30

Student’s reported ethnicity code. Codes are concatenated together with no punctuation.

Examples:

201600700 is acceptable for Chinese, African‐American and White.

100301400600700 is acceptable for American Indian, Hawaiian, Hispanic, African‐ American, and White.

[StudentRace]RaceCd

[Students]FedRaceDecline

15

Course Extract

Local School Identifier

K12S1

1.04 & 1.05

The 14-digit County-District-School (CDS) code issued by the CDE.

[Prefs]Value

[Prefs]DistrictNumber

[S_CA_SCH_X]StateSchoolNumber

14

School Year

K12S2

1.07

The current academic year in 4-digit format. Example: 2009-2010 is displayed as 0910.

The year term chosen as the submission year at report runtime.

N/A

4

Student ID

K12S3

1.09

The locally assigned student identifier.

[Students]Student_Number

15

Course ID

K12C1

9.07

The unique 4-digit CBEDS code assigned to the course by the school.

For a list of valid values, see Appendix C of the K-12 Data Element Dictionary user guide on the Cal-PASS website under Cal-PASS Data > Data Dictionary. http://www.calpass.org/Data/Default.aspx

[Courses]Alt_Course_Number

4

Local Course ID No.

K12C1.0.1

9.08

The locally assigned course number of a current or previous course for the student.

[Courses]Course_Number

10

Course Section / Class Number

K12C1.0.2

9.14

For elementary students, the number of the class assigned to the student.

For secondary students, the number of the course section.

This is the internal ID of the section as seen at the bottom of the Edit Section page.

[StoredGrades]SectionID

10

Course Title

K12C2

9.09

The locally assigned course name. Abbreviations are accepted. This is the name of the course associated to the historical grade.

[StoredGrades]Course_Name

[Courses]Course_Name

40

A-G Status

K12C3

9.13

The UC/CSU approved course code, indicating that the course meets UC and CSU academic requirements for admission.

[S_CA_CRS_X]UCCSU_Area

2

Grade

K12C4

10.18

The final mark (grade) earned by the student for the course. This is the historical/stored grade. Report XXX for an unknown or unreported grade.

[StoredGrades]Grade

3

Credit Earned

K12C5

10.17

The number of credits awarded to the student for the course. The value can be reported as a whole number or decimal. Report 99.99 for unknown or unreported credit.

[StoredGrades]EarnedCrHrs

4

Credit Attempted

K12C6

10.16

The number of credits that the student could earn by completing the course successfully. The value can be reported as a whole number or decimal. Report 99.99 for unknown or unreported credit.

[StoredGrades]PotentialCrHrs

4

Course Level

K12C7

9.19

Placement of this course.

Does not Apply will be reported as XX.

[S_CA_CRS_X]CourseLevel (CSIS field)

2

Course Type

K12C9

N/A

Vocational technical course indicator.

Valid values:

  • 30 – ROP/ROC
  • 31 – Career Technical Education Sex Equity Nontraditional
  • 32 – Technical Prep
  • 33 – Technical Prep and ROC/ROP
  • Does not Apply is reported as XX.

[S_CA_CRS_X]CourseType (CSIS field)

2

Course Term

K12C10

10.15

The term during which the student was enrolled in the course.

The report refers to the store code associated with the historical grade, then refers to the equivalent Cal-PASS store code entered on the Course Term Mapping page at the District.

[StoredGrades]StoreCode

3

Award Extract

School Identifier

K12S1

1.04 & 1.05

The 14-digit County-District-School (CDS) code issued by the CDE.

[Prefs]Value

[Prefs]DistrictNumber

[S_CA_SCH_X]StateSchoolNumber

14

School Year

K12S2

1.07

The current academic year in 4-digit format. Example: 2009-2010 is displayed as 0910.

The year term chosen as the submission year at report runtime.

N/A

4

Local Student ID

K12S3

1.09

The locally assigned student identifier.

[Students]Student_Number

15

Award Type

K12A1

1.28

The certificate or diploma awarded to the student upon graduation.

This value is extracted from the School Completion Status field on the Edit Current/Previous Enrollment page (Start Page > Student > Transfer Info > Edit Current/Previous Enrollment).

Valid values:

  • 100
  • 108
  • 120
  • 250
  • 320
  • 330
  • Blank (reported as XXX)

[S_CA_STU_X]SchoolCompletionStatus

[S_CA_REN_X]SchoolCompletionStatus

3

Award Date

K12A2

1.26

The date the student received the certificate or diploma (the student’s school enrollment exit date). The date format is CCYYMMDD. For example, January 1, 2009, is extracted as 20090101. If unknown, report 99999999.

The date is reported as the Exit Date minus one.

[Students]ExitDate

[ReEnrollments]ExitDate

8

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