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Student English Language Acquisition (SELA) Records Report

Contents

Introduction

This report is used to report a student's English Language Acquisition Status (ELAS). This report should always be submitted after obtaining a new SSID, but otherwise should only be submitted when the student's ELAS changes (e.g., a student's status changes from English Learner (EL) to Reclassified Fluent English Proficient (RFEP) or from To Be Determined (TBD) to EL). This extract is formatted in a caret (^) delimited text file.

Selection Criteria

Student Criteria

  • Students not excluded from state reporting.

  • Students whose school enrollment is not excluded from state reporting.

  • Students enrolled in a school not excluded from state reporting.

  • Students are assigned an SSID.

  • Students enrolled during the report's enrollment date range. The Entry Date for the school enrollment must be on or before the report's enrollment end date. The Exit Date for the school enrollment must be blank, or after the report's enrollment start date.

  • If the extract is run using the Submission report mode, students with updates since the last time CALPADS data was saved to the CALPADS Submission History table in PowerSchool, based on the update-able and operational key fields in the record.

ELA Status Criteria:

  • The ELA Status start date must be less than or equal to the current system date.

  • The ELA Status record's start date must be less than the report's Status End Date parameter, if used.

  • The ELA Status record's end date must be blank or greater than the report's Status Start Date parameter, if used.

  • The ELA Status must be among those selected in the "Statuses To Include" parameter, if not blank.

  • The ELA Status is not excluded from state reporting.

The reporting dates should be within the currently selected school year.


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

Students to Include

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

  • Selected 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.

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

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/yyyyor mm-dd-yyyyto run the report on a specific date. 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 run at a specific hour and minute.

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

Enrollment Start Date

Enter the Start Date for the reporting data range.

Enrollment End Date

Enter the End Date for the reporting date range.

Status Start Date

Enter the EL Status start date. This date must be greater than the student’s birth date and less than or equal to the current date plus 30 days.

Status End Date

Enter the EL Status end date.

  • The ELA Status record's end date must be blank or greater than the report's Status Start Date parameter if used.

Status to Include

Select one or more status values to be included in the report results. Leave blank to include all listed values.

  • The ELAS values displayed in this field are the only values that can be sent to CALPADS using this extract. All other ELAS values are sent directly to CALPADS by the testing vendor. 

Report Mode

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

  • Submission mode (normal mode) – Extract only updated records that have not been previously submitted to CALPADS based on the updateable fields and operational keys. This mode provides the option to save the extract results as a snapshot of data in the CALPADS Submission History table.

  • Non-submission mode (troubleshooting mode) – Extract all records that satisfy the selection criteria including updates that have been previously submitted to CALPADS.

Compare to CALPADS ODS File

This checkbox is only available in Submission mode. Please refer to the Compare to CALPADS ODS section for more information on how to use this option.

Generate Output with Old Language Codes (2 digit numeric)

Select this option to generate report with old language codes (2 digit numeric).

Bypass Validation

Choose Yes or No from the pop-up menu to run the validation portion of the CALPADS Student Information Records, which is used to validate that specified fields used for the extract are populated correctly.

If the report identifies errors in student data, an HTML page displays the list of the errors. If the report does not identify any data errors, the extract completes as expected.

See Extract Validations for a list of potential validation errors.

Select Sub-District

If you are at the School Level, you can select only the Current School.

If you are at the district level, you can choose the sub-district and select the list of schools in the sub-district. You need to set up sub-district to view the schools in the subdistrict. 

  • Select All Schools or Multiple Schools in the Sub-District.

Run the report. 

School Group 
Note: This overrides the Use selection above.

Choose a group of schools to override the above "Use" parameter indicating District Wide vs.Current School Only. The extract includes student records associated with the selected schools that meet the selection criteria.

Note: This parameter is optional. The 'Student EL Acquisition Records' report includes student data from the current school when the report is run at the school level.

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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 Tables for a definition of each column in the table.

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

Field #

Data Element

Description

[Table]FieldName

Max Length

Field Type

Required

12.01

Record Type Code

The type of data record being submitted.

Always SELA

4

CS

Y

12.02

Transaction Type Code

The action the system should take on the data record being submitted.

CALPADS processes the following Transaction Type Codes:

  • Blank: Add or update the record

  • D: Delete the current record

  • R: Replace the record

This value is calculated based on the updatable fields and operational keys.

1

CS

N

12.03

Local Record ID

A local use field to provide the system record identifier for a submitted record in any CALPADS file format.

This field is calculated by concatenating internal ID fields. The values for the internal fields may be separated by periods.

[S_CA_STU_CALPADSPrograms_C]ForeignKey = [Students]ID

[S_CA_STU_CALPADSPrograms_C]Unique_ID

255

CS

N

12.04

Reporting LEA

A unique identifier for the educational service institution responsible for obtaining and maintaining a student's SSID by way of an enrollment record in the CALPADS.

[Prefs]Name=districtnumber

[Prefs]Value

7

CS

Y

12.05

School of Attendance

The school in which the student is enrolled.

The extract uses the school of attendance associated with the student’s program enrollment.

State Business Rules:

If the student attends an independently reporting charter school, the School number must be submitted for both the School of Attendance and the Reporting LEA.

If the student attends an NPS school, the School of Attendance must be 0000001.

[S_CA_STU_CALPADSPrograms_C]SchoolID

[S_CA_SCH_X]StateSchoolNumber

[Schools]School_Number

The report locates the School of Attendance for a student based on the school associated with the program. Each school is assigned a 7-digit School Number, which is used as the School of Attendance value.

7

CS

Y

12.06

Academic Year ID

The period during which school is in regular session and provides a required number of days of instruction (175 days in California).

Extracted in the format CCYY-CCYY, such as 2018-2019.

[Terms]FirstDay

[Terms]LastDay

The report extracts the last four digits of the date value stored in both the FirstDay and LastDay fields.

9

CS

N

12.07

SSID

The unique identifier for the student assigned to or by the first California district in which the student is enrolled.

State Business Rules:

Must be a valid CALPADS SSID.

[Students]State_StudentNumber

10

CS

Y

12.08

Student Legal First Name

The first name given to a person after birth or through legal action.

State Business Rules:

Updates to this field must be made through the SSID Enrollment extract. The field is included in this extract to assist with the identification of the student.

Note: If populated, the student's legal name overrides the student's preferred name.

[StudentCoreFields]PSCore_Legal_First_Name

[Students]First_Name

30

CS

Y

3.09

Student Legal Last Name

The last name given to a person after birth or through legal action.

State Business Rules:

Updates to this field must be made through the SSID Enrollment extract. The field is included in this extract to assist with the identification of the student.

Note: If populated, the student's legal name overrides the student's preferred name.

[StudentCoreFields]PSCore_Legal_Last_Name

[Students]Last_Name

50

CS

Y

12.10

Student Birth Date

Extracted in the format CCYYMMDD, e.g. 20181025.

State Business Rules:

Updates to this field must be made through the SSID Enrollment extract. The field is included in this extract to assist with the identification of the student.

[Students]DOB

8

CS

Y

12.11

Student Gender Code

State Business Rules:

Updates to this field must be made through the SSID Enrollment extract. The field is included in this extract to assist with the identification of the student.

Notes

  • If populated, the student's legal gender overrides the student's preferred gender.

  • If the student's preferred gender is X, the student's legal gender must be M or F.

[StudentCoreFields]PSCore_Legal_Gender

[Students]Gender

1

DT

Y

12.12

Local Student ID

A unique identifier assigned to the student by an LEA.

State Business Rules:

Updates to this field must be made through the SSID Enrollment extract. The field is included in this extract to assist with the identification of the student.

[Students]Student_Number

15

CS

Y

12.13

English Language Acquisition Status Code

An individual’s English language acquisition status based upon on one or more of the following, as appropriate: the Home Language Survey (HLS), the state’s English language proficiency assessment, and other factors.

[S_CA_STU_X]ELAStatus

4

CS

Y

12.14

English Language Acquisition Status Start Date

Extracted in the format CCYYMMDD.

State Business Rules:

This date must be greater than the student’s birth date and less than or equal to the current date plus 30 days.

[S_CA_STU_X]ELAStatusDate

8

CS

Y

12.15

Primary Language Code

The language the student first learned, is spoken by the student, or in the case of student too young to speak, the language spoken most frequently by adults in the home.

[S_CA_STU_X]PrimaryLanguage

2

DT

Y

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