Pupil Permanent Record (PR) Information

Introduction

Pupil Permanent Record (PR) Information generates a .pdf containing Mandatory Permanent Pupil records as required by the state of California.

Selection Criteria

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

School Selection

The school must not be excluded from state reporting.
The school must have a valid 7-digit CALPADS school number.

Student Selection

The student must not be excluded from state reporting.
The student must be enrolled in grade level K (0) through 12.
The student must be enrolled in a school included in the report.
The student must have an enrollment in the selected reporting period.

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

Select Schools

If run at the district level, choose one of the following:

Select Multiple Schools – Select schools to include in the report. To select a single school, click that school. To select multiple schools, use Ctrl+Click and select each school to be included.
All Schools – Run the report for the entire district.

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.

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 the report.

Select Attendance Date Range

Select the appropriate attendance date range method:

Reporting Periods - Select a reporting period from the pop-up menu.
User Defined Start and End Dates - Enter a start and end date.

Report Output

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

Data Element	Description	[Table]FieldName
Header
Student Name	The student's name.	[Students]LastFirst
Address (Street address, City, State, Zip)	The student's address. Note: If populated, the student's mailing address is reported. Otherwise, the student's home address is reported.	[Students]Mailing_Street or [Students]Street [Students]Mailing_City or [Students]City [Students]Mailing_State or [Students]State [Students]Mailing_Zip or [Students]Zip
SSID	The student's ID number.	[Students]Student_Number
Current ELA Status	The student's current English language acquisition status. Note: The report extracts the current or most recent ELA status record, even if the record is marked as excluded from state reporting.	[S_CA_STU_ELA_C]ELAStatus
Current ELA Status Start Date	The start date of the student's current English language acquisition. Note: The report extracts the current or most recent ELA status start date record, even if the record is marked as excluded from state reporting.	[S_CA_STU_ELA_C]ELAStatusStartDate
EL Date Enrolled	English Language (EL) date of enrollment.	[S_CA_STU]ELEnrollDate
Parent/Guardian	The student's primary parent or guardian.	[S_CA_STU ]PrimaryGuardian
Verification Method	The method used to verify the guardian's address.	[S_CA_STU_X ]GuardianAddrVerify
Sex	The student's gender. Valid values: M or F	[Students]Gender
DOB	The student's date of birth.	[Students]DOB
Birthplace (City, State, Country)	The student's place of birth.	[S_CA_STU_X]BirthPlace_City [S_CA_STU_X]BirthPlace_StateProvince [S_CA_STU_X]BirthCountry
DOB Verification	The method used to verify the student's date of birth.	[S_CA_STU_X]DOBVerificationMethod
Current Courses
School Year	The current academic year in 4-digit format. Example: 2019-2020	N/A
Teacher	The teacher's legal name (last name, first name, middle name).	[Users]Last_Name [Users]First_Name [Users]Middle_Name
Term Name	The current term in 4-digit format. Example: 2019-2020	[Terms]ID
Term Abbr.	The current term abbreviated. Example: 19-20	[Terms]ID
Course Name	Courses in which the student is currently enrolled.	[Courses]Course_Name
Course-Section	The number of the course and the section in which the student is currently enrolled.	[Courses]CourseNumber [Sections]SectionNumber
Date Entered	The date the student entered the current course.	[CC]DateEnrolled
Date Left	The date the student left the current course	[CC]DateLeft
Completed Courses
School Year	The previous academic year in 4-digit format. Example: 2019-2020	N/A.
Teacher	The teacher's legal name (last name, first name, middle name).	[Users]Last_Name [Users]First_Name [Users]Middle_Name
Term Name	The previous term in 4-digit format. Example: 2019-2020	[Terms]ID
Term Abbr.	The previous term abbreviated. Example: 19-20	[Terms]ID
Store Code	The student's final grade.	[StoredGrades]StoreCode
Course Name	Course the student has completed.	[Courses]Course_Name
Course-Section	The number of the section the students has completed.	[Courses]CourseNumber [Sections]SectionNumber
Date Entered	The date the student entered the completed course.	[CC]DateEnrolled
Date Left	The date the student left the completed course.	[CC]DateLeft
Percent	The student's final percent grade.	[StoredGrades]Percent
Grade	The student's final letter grade.	[StoredGrades]Grade
Tests Recorded
Test Name	The name of the test.	[Test]Name [StudentTestScore]TestScoreID = [TestScore]TestID = [Test]ID
Test Description	The description of the test.	[Test]Name [StudentTestScore]TestScoreID = [TestScore]TestID = [Test]ID
Score Name	The name of the score: Alpha, Numeric, or Percent	[StudentTestScore]Name
Score Description	The description of the score. Note: Description may be blank.	[StudentTestScore]Description
Test Date	The date the student took the test.	[StudentTest]Test_Date
Numeric Score	The student's numeric score.	[StudentTestScore]NumScore
Percent Score	The student's percent score.	[StudentTestScore]PercentScore
Alpha Score	The student's alpha score.	[StudentTestScore]AlphaScore
Vaccination Information
Vaccination	The name of the required vaccine.	[HealthStudImmRec]HealthVaccineID [HealthVaccine]VaccineName See the Appendix for information on individual vaccines.
Dose 1 through 6	The date of dose administration.	[HealthStudDoseRec]Dose [HealthStudDoseRec]DateAdministered