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Defining a Student's Program Eligibility

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A new program record must be created each time a student changes schools. Create program records while logged into a school, not logged into the district office. Program records can span multiple school years as long as the student does not change schools or primary disability values; for example, do not create a new record at the start of each school year.

Student Table Values

Navigation:

Student Selection > State/Province – CA > Program Eligibility

Data ElementDescription[Table]FieldName
Uncheck to hide student table values

When this checkbox is selected, the page displays Student Table Values.

The field values displayed are stored in the Students table, separate from the program record, to be easily accessible in the database for export. The fields are read-only on this page. Field values can be updated as CALPADS program records are updated, or by running the Update Student Programs Fields report.

These fields are not reported to the state.

N/A

(101) 504 Accommodation Plan

A value of Yes appears if the student has a current 504 Accommodation Plan (101) program record. Otherwise, a value of No appears.

[S_CA_STU_X]SpEd504

(108) Opportunity

A value of Yes appears if the student has a current Opportunity (108) program record. Otherwise, a value of No appears.

[S_CA_STU_X]Opportunity

(122) Title I Targeted

A value of Yes appears if the student has a current Title I Targeted (122) program record. Otherwise, a value of No appears.

[S_CA_STU_X]TitleI_Targeted

(127) GATE

A value of Yes appears if the student has a current GATE (122) program record. Otherwise, a value of No appears.

[S_CA_STU_X]GATE

(135) Migrant

A value of Yes appears if the student has a current Migrant (135) program record. Otherwise, a value of No appears.

[S_CA_STU_X]MigrantEd

(144) Special Ed Primary Disability

The Primary Disability code appears if the student has a current Special Ed (144) program record with an assigned primary disability. Otherwise, the value is blank.

[S_CA_STU_X]PrimaryDisability

(190) Foster ProgramA value of Yes appears if the student has a current Foster Program (190) record. Otherwise, a value of No appears.[S_CA_STU_X]FosterProgram
(191) Homeless ProgramA value of Yes appears if the student has a current Homeless Program (191) record. Otherwise, a value of No appears.[S_CA_STU_X]HomelessProgram
(192) Armed Forces Family MemberA value of Yes appears if the student has a current Armed Forces Family Member (192) record. Otherwise, a value of No appears.[S_CA_STU_X]ArmedForcesFamilyMember
(193) Tribal Foster YouthA value of Yes appears if the student has a current Tribal Foster Youth (193) record. Otherwise, a value of No appears. [S_CA_STU_X]TribalFosterYouth

Program Eligibility

Navigation:

Student Selection > State/Province – CA > Program Eligibility

Depending on the program selected the data entry page changes to include additional data entry fields specific to that program. Each field below notes which program code is relevant.

After a program eligibility record is edited and submitted, the Loading box is seen. Depending on the length of time the load takes another sentence may briefly display, such as for program code 101: Updating student 504 status.

Data Element

Description[Table]FieldNameUsed in these Reports

School of Attendance

Program Code: ALL

Choose the student's school of attendance.

When a student changes schools or primary disability values, a new program must be created for the student.

[S_CA_STU_CALPADSPrograms_C] SchoolID


Stu Program

CRDC

CALPADS Util

Education Program Code

Program Code: ALL

Choose the education program code.

Depending on the program code chosen other fields may be displayed on the page.

  • When selecting program code 122, the program record must be submitted before an Education Service Code can be populated. After the record is submitted, use the Create CALPADS Student Service Records table to create Education Service records.
    • Delete student program services before deleting the student program.
  • If 144 is selected as the Education Program Code, the page refreshes with the option to enter CASEMIS Student Services.


Required for CALPADS

[S_CA_STU_CALPADSPrograms_C] ProgramCode

Stu Program

All Pre-ID

Phys Fit

CASEMIS A

CASEMIS C

CASEMIS D

Updt Stu Program Fields

CALPADS Util

CRDC

Perkins E-1

Education Program Membership Code

Program Code: ALL

Choose the program membership code.

Default values may populate depending on the code entered in Education Program Code.

Education Program Membership Code defaults to (1) Eligible when Education Program Code is any of the following values:

  • (101) 504 Accommodation Plan
  • (127) Gifted and Talented Education (GATE)
  • (135) Title I Part C Migrant
  • (144) Special Education
  • (162) Pregnant or Parenting Programs
  • (181) Free Meal Program
  • (182) Reduced-Price Meal Program
  • (191) Homeless Program
  • (192) Armed Forces Family Member

Education Program Membership Code defaults to (3) Participating when Education Program Code is any of the following values:

  • (108) Opportunity Program
  • (113) California Partnership Academy
  • (122) NCLB Title I Part A Basic Targeted
  • (174) NCLB Title I Part A Neglected
  • (185) Transitional Kindergarten

Required for CALPADS

[S_CA_STU_CALPADSPrograms_C] ProgramMembershipCode

Stu Program

CASEMIS A

CASEMIS B

CASEMIS C

CASEMIS D

All Pre-ID

CALPADS Util

CRDC

Education Program Membership Start Date

Program Code: ALL

Enter the program start date.

A new program record must be created each time:

  • A student changes schools
  • A student leaves a school and returns
  • When there is a break or gap in enrollment

Create program records while logged into a school, rather than the district.

Program records do not need to be created at the start of each school year, i.e. program records can span multiple school years as long as the student does not change schools.


  • When the End-of-Year Process is run, and the CALPADS program processing during the EOY Process is enabled, eligibility programs are closed out, and a new record is automatically generated for the new school year. The Program Membership Start Date for the new record automatically populates as the same start date of the closed out record if the student is marked as 1 (Eligible) for the program. The process sets this field to the enrollment date if the student is marked as 3 (Participating) for the program. Refer to CALPADS/CASEMIS Program/Service End of Year Preferences for more information on the automated feature.
  • When a student is re-enrolled in a school, and the automatic process to create new CALPADS program records is enabled, the automatic process sets this field to the start date of the previous record if the student is marked as 1 (Eligible) for the program. The process sets this field to the enrollment date if the student is marked as 3 (Participating) for the program. Refer to CALPADS/CASEMIS Program/Service Automation Preferences for more information on the automated feature.


Required for CALPADS

[S_CA_STU_CALPADSPrograms_C]StartDate

Stu Program

CASEMIS A

CASEMIS B

CASEMIS C

CASEMIS D

STAR Pre-ID

CAHSEE

Updt Stu Prog Fields

CALPADS Util

CRDC

Perkins E-1

Education Program Membership End Date

Program Code: ALL

Enter the first day of non-participation as the end date.

Program membership can span multiple school years, so this date does not need to be populated at the end of the school year. The date should only be populated when the student stops participating in the program, or changes schools.

[S_CA_STU_CALPADSPrograms_C]EndDate

Stu Program

All Pre-ID

CASEMIS A

CASEMIS B

CASEMIS C

CASEMIS D

Updt Stu Program Fields

CALPADS Util

CRDC

Perkins E-1

Comment

Program Code: ALL

Enter any comments about the student's program eligibility.

[S_CA_STU_CALPADSPrograms_C] ProgramComment


Check to update the value…

Program Codes: 101, 108, 122, 127, 135, 144

Select the checkbox to update the value for the related field in the Students table. The fields related to program records that are stored in the Students table are listed on the CALPADS Program Eligibility page.

If the student has a current record in a related program, then the field is updated with “Yes,” otherwise the field is updated with “No”.

Only select the checkbox if you are editing the student’s current record for the program.

N/A

N/A

Check to clear the value for the related field in the Students table

Program Codes: 101, 108, 122, 144

Select the checkbox to clear the value for the related field in the Students table. The fields related to program records that are stored in the Students table are listed on the CALPADS Program Eligibility page. If the checkbox is selected and you click Submit or Delete, then the value for the field is set to “No”.

N/A

N/A

California Partnership Academy ID

Program Code: 113

Enter the California partnership academy ID.

Required for CALPADS if the Education Program Code is 113 (California Partnership Academy).

[S_CA_STU_CALPADSPrograms_C] PartnershipAcademyID

Stu Program

CALPADS Util

Education Service Code

Program Code: 122

This table contains a list of associated education service codes. Click the service code start date to edit the record. Use the Create CALPADS Student Service Records table to add new service records.

Education service codes are entered on the program record edit page after submitting the new Program Eligibility record.

Required for CALPADS if the Education Program Code is 122 (NCLB Title I Part A Basic Targeted).

[S_CA_CALPADS_StudentServices_C] ServiceCode

Stu Program

CALPADS Util

Migrant Student ID

Program Code: 135

Enter the student’s migrant student ID.

Note: Migrant Student ID must have a length of 11 and begin with “06”.

[S_CA_STU_CALPADSPrograms_C]MigrantId

Stu Program

CALPADS Util

Special Education Exit Code

Program Code: 144

Choose a special education exit code.

70 - NoLongerElig
73 - MaxAge
78 - Withdrawal
84 - No Parental Consent Received - Part C to B
This field is required when student eligibility in the special education program ends. If this field is blank, 144 Exit Date will not be reported.

[S_CA_STU_CALPADSPrograms_C]ExitCode

CASEMIS A

CASEMIS B

CASEMIS C

CASEMIS D

CALPADS Util

Primary Disability Code

Program Code: 144

Choose a Primary Disability Code.

Required for CALPADS if the Education Program Code is 144 (Special Education).

[S_CA_STU_CALPADSPrograms_C] PrimaryDisabilityCode

Stu Program

CASEMIS A

CASEMIS D

All Pre-ID

Updt Stu Program Fields

CALPADS Util

Secondary Disability Code

Program Code: 144

Choose a Secondary Disability Code.

[S_CA_STU_CALPADSPrograms_C] SecondaryDisabilityCode

CASEMIS A

CASEMIS D

CALPADS Util

District of Special Education Accountability

Program Code: 144

Populate the student’s District of Special Education Accountability if it is different than the LEA District Number.

Required for CALPADS if the Education Program Code is 144 (Special Education).

[S_CA_STU_CALPADSPrograms_C] DistSPEDAccountability

[S_CA_STU_CALPADSPrograms_C] ProgramMembershipCode = 144

[Prefs]Value

[Prefs]Name=districtnumber

Stu Program

CASEMIS A

Pre-ID

CALPADS Util

Student Foster Client ID

Program Code: 190

Enter the student’s Foster Client ID.

[S_CA_STU_CALPADSPrograms_C] FosterClientID

Stu Program

CASEMIS A

Pre-ID

CALPADS Util

Dwelling Type

Program 191

Select the dwelling type.

[S_CA_STU_CALPADSPrograms_C] DwellingType

Stu Program

CASEMIS A

Pre-ID

CALPADS Util

Unaccompanied Youth

Program 191

Select the unaccompanied youth status.

[S_CA_STU_CALPADSPrograms_C] UnaccYouth

Stu Program

CASEMIS A

Pre-ID

CALPADS Util

Runaway Youth

Program 191

Select the runaway youth status.


[S_CA_STU_CALPADSPrograms_C] RunawayYouth

Stu Program

CASEMIS A

Pre-ID

CALPADS Util

Create CALPADS Student Service Records

Program 122

Use this table to create new CALPADS Student Service records. Service codes are entered on the program record edit page after submitting the new record and will appear on the program record's edit page after submitting the updated record.

Education Service Code

Select the checkbox for all applicable education service codes.

Required for CALPADS if the Education Program Code is 122 (NCLB Title I Part A Basic Targeted).

[S_CA_CALPADS_StudentServices_C] serviceCode


Stu Program

CALPADS Util

School of Attendance

Enter the student's school of attendance.

If this field is left blank, the value is populated from the program eligibility record.
[S_CA_STU_CALPADSPrograms_C] SchoolID

Stu Program

CALPADS Util

Education Program Membership Start Date

Enter the education membership start date.

If this field is left blank, the value is populated from the program eligibility record.

[S_CA_CALPADS_StudentServices_C] startDate

Stu Program

CALPADS Util

Education Program Membership End Date

Enter the education membership end date.


  • If this field is left blank, the value is populated from the program eligibility record.
  • This field is optional unless the program has ended.

[S_CA_CALPADS_StudentServices_C] endDate

Stu Program

CALPADS Util

CASEMIS Student Service

Navigation:

State/Province – CA > Edit Program

Note: records are created with a Program enrollment when the Education Program Code is equal to 144 (Special Education).

Data ElementDescription[Table]FieldNameUsed in these Reports

Start Date

Enter the start date of the CASEMIS student service.

[S_CA_STU_SPEDPrgServices_C]StartDate


CASEMIS B

End Date

Enter the end date of the CASEMIS student service.

[S_CA_STU_SPEDPrgServices_C]EndDate

CASEMIS B

Service Code

Choose the CASEMIS student service code.

[S_CA_STU_SPEDPrgServices_C]ServiceCode

CASEMIS B

Provider Code

Choose the CASEMIS student service provider code.

[S_CA_STU_SPEDPrgServices_C] ProviderCode

CASEMIS B

Location Code

Choose the CASEMIS student service location code.

[S_CA_STU_SPEDPrgServices_C]LocationCode


CASEMIS B

Frequency Code

Choose the CASEMIS student service frequency code.

Required for infants.

Choose the appropriate Frequency to report the least number of minutes per session.

Valid values:

  • 10 – Daily
  • 20 – Weekly
  • 30 – Monthly
  • 40 – Yearly
  • 90 Any

[S_CA_STU_SPEDPrgServices_C] FrequencyCode

CASEMIS B

Group Size

Choose the appropriate group size.

Valid values:

  • Group (Default value)
  • Individual
[S_CA_STU_SPEDPrgServices_C]GroupSizeN/A

Time Units

Choose the appropriate time unit.

Required for infants.

[S_CA_STU_SPEDPrgServices_C]timeMultiplier

CASEMIS B

Time

Enter the duration of the CASEMIS student service per day.

Required for infants.

Enter the appropriate Duration so that when combined with the Time Units, the Reported Minutes total does not exceed four digits.

[S_CA_STU_SPEDPrgServices_C]Duration


CASEMIS B

Reported Minutes

The total number of minutes is reported in the extract.

The Reported Minutes should not exceed four digits. If necessary, edit the Frequency, Duration, and/or Time Units to reduce the reported minutes.

Required for infants

N/A

CASEMIS B

Contact Name

Enter the contact name for the CASEMIS student service.

[S_CA_STU_SPEDPrgServices_C]ContactName


Not Required

Notes

Enter any additional notes for the CASEMISE student service.

[S_CA_STU_SPEDPrgServices_C]Notes


Not Required

Services

Navigation:

State/Province - CA > Program Eligibility > Edit Program

Note: This page is only available if “(122) NCLB Title I Part A Basic Targeted” has been selected on the CALPADS New/Edit Student Program page. When deleting a student program, delete the student program services before deleting the student program.

Data Element

Description[Table]FieldNameUsed in these Reports
School of Attendance

Choose the student's school of attendance.

Value is pre-populated from the student's program eligibility record.

[S_CA_STU_CALPADSPrograms_C] SchoolID

Stu Program

CALPADS Util

Education Program Membership Start Date

Enter the education membership start date.

Value is pre-populated from the student's program eligibility record.

[S_CA_CALPADS_StudentServices_C] startDate

Stu Program

CALPADS Util

Education Program Membership End Date

Enter the education membership end date.

Value is pre-populated from the student's program eligibility record.

This field is optional unless the program has ended.

[S_CA_CALPADS_StudentServices_C] endDate

Stu Program

CALPADS Util

Education Service Code

Choose the education service code.

Service codes will be entered on the program record's edit page after submitting the new record.

Required for CALPADS if the Education Program Code is 122 (NCLB Title I Part A Basic Targeted).

[S_CA_CALPADS_StudentServices_C] serviceCode


Stu Program

CALPADS Util

Lunch Program Eligibility

Navigation:

State/Province – CA > Lunch Program Eligibility

Data Element

Description[Table]FieldNameUsed in these Reports

School of Attendance

Choose the student's school of attendance.

When a student changes schools or primary disability values, a new program must be entered for the student.

[S_CA_STU_CALPADSPrograms_C]schoolID


Stu Program

Pre-ID

Phys Fit

Education Program Code

Choose the education program code.

Required for CALPADS

[S_CA_STU_CALPADSPrograms_C] ProgramCode

Stu Program

Pre-ID

Phys Fit

Perkins E-1

Education Program Membership Code

Choose (3) Participating or (1) Eligible.

[S_CA_STU_CALPADSPrograms_C] ProgramMembershipCode

Stu Program

Pre-ID

Phys Fit

Education Program Membership Start Date

Enter the education membership start date.

[S_CA_STU_CALPADSPrograms_C]StartDate

Stu Program

Pre-ID

Phys Fit

Perkins E-1

Education Program Membership End Date

Enter the education membership end date.

[S_CA_STU_CALPADSPrograms_C]EndDate

Stu Program

Pre-ID

Phys Fit

Perkins E-1

Current Lunch Status

The page displays and allows the setting of the student’s current lunch status from the Lunch page.

The same lunch status will display on all records since it reflects the student’s current lunch status from the Lunch page.

[Students]LunchStatus

None

Comment

Enter any comments about the student's lunch program eligibility.

[S_CA_STU_CALPADSPrograms_C] ProgramComment


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