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CALPADS Student Program Utility

Contents

Introduction

CALPADS Student Program records are specific to a student's enrollment at a particular school. As such, when a student changes schools or exits and returns to the same school, previous program participation or eligibility records must be ended and new program records created. The CALPADS Student Program Utility runs for active students in the school or district at the time the report is run, ending previous program records and creating new records for the programs indicated at runtime. The output is comma delimited for data analysis prior to writing the records to the database. The CALPADS Student Program Utility should always be run in proposal mode prior to writing to the database.

IMPORTANT: An accurate School Entry Date must be populated on all enrollment records prior to running this report. Inaccurate or missing School Entry Dates can cause program records to be populated with incorrect Program Membership Start and End Dates or excluded. Special attention should be paid to the School Entry Dates if this report is run after the PowerSchool End of Year process. It's no longer necessary to run the Update School Mobility Script prior to this report to populate the School Entry Date. This function can still be utilized, but it is not mandatory.

Selection Criteria

Student Selection

The following students are processed:

  • Students active or pre-enrolled at report runtime.
  • Students not excluded from state reporting.
  • Students enrolled in a school and not excluded from state reporting.
  • Students with a current enrollment and not excluded from state reporting.
  • Students with a current enrollment that has School Entry Date populated with an accurate date.
  • Students with a current enrollment.
    Note: No-shows are excluded (enrollment start date equals enrollment exit date).
  • Students that have program records from previous enrollments for which the report is being run.

Program Selection

New Program records are created for the following:

  • Students that meet the selection criteria above.
  • Program records that exist with a blank Program Membership End Date or an End Date that is in the future for the most recent previous student school enrollment that is not excluded.
  • Program records selected at report run time.
  • Program records that have not already been created for the new enrollment.
  • Program service records that exist for a qualifying Title I (122) program, if program 122 is selected at runtime.

Existing Program records are ended for the following:

  • Students that meet the selection criteria above.
  • Program records selected at report run time.
  • Program records that do not have a Program Membership End Date populated.
  • Program participation records with dates that correspond to a student's school enrollment.
  • Program service records that exist for a qualifying Title I (122) program, if program 122 is selected at runtime.

Note: To ensure the program student table values stay in sync with the CALPADS programs, it is recommended to run the Update Student Program Fields report after your new program records are created.

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Report Input

This report is run at the District and School level.

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

Field

Description

Select School

Choose one of the following from the pop-up menu:

  • Current School Only – The extract includes student course section records associated with the current school that meets the selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list.
  • All Schools – The extract includes all student course section records on the PowerSchool server that meet the selection criteria.

Select Students

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.
  • 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 report.

Report Mode

Choose one of the following from the pop-up menu:

  1. See proposed updates – Choose this option to preview the new values for the student program fields. It is recommended to use this option before writing changes to the database.
  2. Write changes to the database – Choose this option to update the values for the student program fields in the database. This option also includes an output file with the updated values.

Programs to Migrate

(leave blank for all)

Choose one or more programs to update on the student table.  Leave blank to run for all the programs in the list.

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Report Output

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

Note: If the report is run for a subset of programs, only the fields pertaining to the programs selected will be displayed.

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

Data Element

Description

[Table]FieldName

Action

Indicates if the student's program is created or ended.

Derived

Student Name

The name of the student for which program records are being created or ended.

[Students]Last_First

Updated Enrollment

The school of enrollment for the student that corresponds to the program records updated.

[Students]SchoolID

[Schools]ID

[Schools]Name

Previous Enrollment

The school of enrollment for the student's previous enrollment that is not excluded. This school is the school that the newly created program records will be copied from. Previous enrollment is only populated on records with a 'Created' action.

[Reenrollments]SchoolID

[Schools]ID

[Schools]Name

Program Code

The program code of the record being updated. For records that are created, this is the program code that will be populated on the new program record.

[S_CA_STU_CALPADSPrograms_C]ProgramCode

 

Membership Code

The membership code of the record being updated. For records that are created, this is the membership code that will be populated on the new program record.

[S_CA_STU_CALPADSPrograms_C]ProgramMembershipCode

Program Start Date

The program membership start date of the program record being updated. For records that are created, this is the start date that will be populated on the new program record.

[S_CA_STU_CALPADSPrograms_C]StartDate

Program End Date

The program membership end date of the program record being updated. For records that are ended, this is the end date that will be populated on the existing program record.

[S_CA_STU_CALPADSPrograms_C]EndDate

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