Entering Student and Guardian Information
Introduction
Adding detailed student information involves entering information such as enrollment and birth location information, the student's race/ethnicity and ELA status, and detailed guardian information.
Student Information
Navigation:
Student Selection > State/Province - CA > Student Information
Data Element | Description | [Table]FieldName | Used in these Reports |
|---|---|---|---|
Statewide Student Identifier (SSID) | Enter the SSID provided by the State of California for each student. This number is the unique identifier assigned to the student by the first California district in which the student enrolled. This number follows the student to each school throughout their K-12 career. Importing: SSIDs received from the CDE can be entered manually on the CALPADS Student Information page, or imported into PowerSchool using the Quick Import function. See Knowledgebase article 10038 on PowerSource for instructions on importing state student numbers into PowerSchool. Note: After the SSID has been entered and saved, the field is read-only. For information on how to change the SSID, see Help > System Help > Student Field Value. Required for CALPADS | [Students]State_StudentNumber | SSID Enroll Stu Info Stu Program Stu EL Acq Stu Discipline Stu Waiver Stu Crs Sec Stu CTE Cal-PASS CASEMIS A CASEMIS B CASEMIS C CASEMIS D Transcript Pupil Perm Rec |
Exclude Student from State Reporting | Choose No or Yes. If you choose Yes, the student will be excluded from the reports listed in the Used in these Reports column. | [Students]State_ExcludeFromReporting | SSID Enrollment Stu Info Stu Program Stu EL Acq Stu Discipline Stu Waiver Stu Crs Sec Stu CTE UC/CSU Qual Scholarship Fed UC Direct CASEMIS A CASEMIS B CASEMIS C CASEMIS D Cal-PASS CRDC Update Mobility Script CE Hourly Att Adult Ed Enrollment Perkins E-1 Pupil Perm Rec |
Student Preferred Name (Last, First Middle Suffix | Enter the student’s first, middle, and last name. Choose the suffix. This field can be populated on the Demographics page. Required for CALPADS | [Students]Last_Name [Students]First_Name [Students]Middle_Name [S_CA_STU_X]NameSuffix | All Reports |
Student Legal Name (Last, First Middle Suffix) | This field overrides student names on state reports. This field is only required if the legal name does not match the 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. This field can be populated on the Demographics 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 |
Also Known As (AKA) Name | If applicable, enter the alternate first, middle, and last name of the student. | [S_CA_STU_X]AKASurname [S_CA_STU_X]AKAFirst [S_CA_STU_X]AKAMiddle | SSID Enroll Stu Info |
Transfer Info Link | This information is read-only. To modify the School Entry Date, Current Enrollment dates, Grade Level, or District of Residence, click the Transfer Info Link. ( For information about the Transfer Information page, see Editing a Student's Enrollment Records.) | N/A | N/A |
Enrollment Status Code | Choose the enrollment status. Valid values:
Note: If the primary school of enrollment is on this PowerSchool server, choose Primary Enrollment and use the CALPADS Concurrent (Non-Primary) Enrollments page to indicate any supplemental enrollments within your LEA. Do not choose Primary Enrollment if this is the non-primary school of enrollment and the primary school of enrollment is not on this PowerSchool server. Required for CALPADS | [S_CA_STU_X]EnrollmentStatus [S_CA_REN_X]EnrollmentStatus | SSID Enroll Crs Sec Stu Crs Sec CAHSEE |
School Transfer Code (Inter/Intra District Transfer Code) | Choose the inter- or intra-district transfer code that best describes the type of student transfer that occurs between two districts.
Required for CALPADS if the District of Geographic Residence is not blank and does not equal Reporting LEA. | [S_CA_STU_X]InterdistrictTransfer | SSID Enroll |
School of Attendance NPS | Enter the school of attendance NPS, a unique identifier school code for a certified non-public and non-sectarian school that the student attends. The seven-digit School (S) code must be submitted. This field can also be populated on the Transfer Info page. Required for CALPADS if the School of Attendance is 0000001. | [S_CA_STU_X]NPS_CDS_SchoolCode | SSID Enroll All Pre-ID CASEMIS A |
Date of Birth | Enter the student's date of birth. This field can also be populated on the Demographics page. Required for CALPADS | [Students]DOB | SSID Enroll Stu Info Stu Program Stu Discipline Stu Waiver Stu Crs Sec Stu CTE Cal-PASS CASEMIS A CASEMIS D UC Direct Transcript All Pre-ID Phys Fit Blue Card IS Stu Att Register Adult Ed Enroll Pupil Perm Rec |
DOB Verification Method | Select the method used to verify the student's date of birth. Required for CALPADS | [S_CA_STU_X]DOBVerificationMethod | Pupil Perm Rec |
Preferred Gender | Choose the student's preferred gender:
This field can also be populated on the Demographics page. 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 the legal gender does not match the 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. This field can also be populated on the Demographics page. Required for CALPADS | [StudentCoreFields]PSCore_Legal_Gender | |
Birth City | Enter the city where the student was born. | [S_CA_STU_X]BirthPlace_City | SSID Enroll Stu Info Transcript Blue Card Pupil Perm Rec |
Birth State/Province | Choose the birth state/province. | [S_CA_STU_X]BirthPlace_StateProvince | SSID Enroll Stu Info Transcript Blue Card Pupil Perm Rec |
Birth Country | Choose the birth country. Required for CALPADS | [S_CA_STU_X]BirthCountry | SSID Enroll Stu Info Transcript Blue Card Pupil Perm Rec |
Race/Ethnicity Link | This information is read-only. To modify race or ethnicity information, click the Race/Ethnicity Link. | N/A | N/A |
Primary Residence | Choose the student’s primary residence. The primary residence represents the location where the student lives most often, whether or not it is considered permanent. Required for CALPADS | [S_CA_STU_X]PrimaryResidence | No Longer Collected |
Addresses Link (Address 1, City, State, Zip) Address reported to CALPADS | This information is read-only. To modify Address 1, City, State, or Zip, click Addresses Link. 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 Note: The mailing address is extracted in the Student Information extract if populated. Otherwise, the home address is extracted. | [Students]Street [Students]Mailing_Street [Students]City [Students]Mailing_City [Students]State [Students]Mailing_State [Students]Zip [Students]Mailing_Zip | Stu Info STAR Pre-ID CAHSEE UC Direct Blue Card Pupil Perm Rec |
Address 2 | Enter the additional address where a student receives mail or resides. Note: This line can be used as additional information from Address 1. | [S_CA_STU_X]Address2 | Stu Info All Pre-ID |
Primary Language | This information is read-only. To edit the student's Primary Language click the Update ELA Status History link. The student’s primary language (native language). This is the language spoken by the student or the first language the student had exposure to. If the student is too young to speak, this is the language spoken most frequently by adults in the home. Note: The student's current Primary Language is displayed, even if the current record is excluded from state reporting. If the current record is excluded, a warning appears on the page. See the Appendix for Language codes. Required for CALPADS | [S_CA_STU_ELA_C]PrimaryLanguage When the above field is updated, it copies the current value to the following field: [S_CA_STU_X]PrimaryLanguage | Stu EL Acq CASEMIS A All Pre-ID Cal-PASS |
Current ELA Status | This information is read-only. To edit the student's Current ELA Status, click the Update ELA Status History link. The student's current ELA status Valid values:
Note: The student's current ELA status is displayed, even if the current record is excluded from state reporting. If the current record is excluded, a warning appears on the page. Required for CALPADS if the grade level code is not AD (Adult). | [S_CA_STU_ELA_C]ELAStatus When the above field is updated, it copies the current value to the following field: [S_CA_STU_X]ELAStatus | Stu EL Acq STAR Pre-ID CASEMIS A CBEDS-ORA B CBEDS SIF CRDC Perkins E-1 Pupil Perm Rec |
Current ELA Status Start Date | This information is read-only. To edit the student's Current ELA Status start date, click the Update ELA Status History link. The start date of the student's current ELA status Note: The page displays the current ELA status start date, even if the record is excluded from state reporting. If the current record is excluded, a warning appears on the page. Required for CALPADS if the English language acquisition status code is EL, RFEP, IFEP, or TBD (anything other than EO). | [S_CA_STU_ELA_C]ELAStatusStartDate When the above field is updated, it copies the current value to the following field: [S_CA_STU_X]ELAStatusDate | Stu EL Acq STAR Pre-ID CAHSEE CRDC Perkins E-1 Pupil Perm Rec |
English Learners and Immigrants Link | To modify the student's English Learners and Immigrants information, click this link. | N/A | N/A |
Initial US School Enrollment Date | If the student's Birth Country is not the U.S. or Puerto Rico, or if the ELA Status is 'EL', enter the initial US school enrollment date. Note: Enter the date on which the student first enrolled in grade level K through 12 in a public or private school (or began any homeschooling in grades TK-12) in the U.S. or Puerto Rico. This field is not required for students in grade levels PS, TD, and IN. This field can also be populated on the English Learners and Immigrants page. Required for CALPADS if the student's Birth Country Code is not equal to U.S., Puerto Rico, or Washington, D.C., and/or if the student’s English Language Acquisition Status is EL. | [S_CA_STU_X]FirstUSASchooling | Stu Info All Pre-ID |
Enrolled in US School less than Three Cumulative Years | Select this checkbox if the student is foreign-born and has been enrolled in one or more public or private schools in the U.S. or Puerto Rico for a cumulative period of less than or equal to three full academic years. If the checkbox is selected it is stored in the database as a 1. Required for CALPADS if the Student Birth Country Code is not equal to U.S., Puerto Rico, or Washington, D.C. | [S_CA_STU_X]ImmigrantFunding | Stu Info |
Parent/Guardian 1 Highest Education Level | Choose the applicable value. Valid values:
This field can also be populated on the Guardian Information page. Required for CALPADS | [S_CA_STU_X]ParentEd | Stu Info Phys Fit |
Parent/Guardian 2 Highest Education Level | Choose the applicable value. Valid values:
This field can also be populated on the Guardian Information page. Required for CALPADS | [S_CA_STU_X]ParentEd2 | Stu Info Phys Fit |
Parent/Guardian Highest Education Level | Choose the applicable value. Valid values:
This field can also be populated on the Guardian Information page. Required for CALPADS | [S_CA_STU_X]ParentEd | Stu Info Phys Fit |
Parent/Guardian Link | To modify parent or guardian information, click this link. | N/A | N/A |