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Student Information Records Report

Contents

Introduction

Student Information records are used to submit additional information about a student as well as to manage demographic information and grade changes. It should be submitted after a student is assigned a new SSID as well as to update student information, particularly prior to the use of student data for assessment and accountability purposes. This extract is formatted in a caret (^) delimited text file.

See Extract Validations for information on Student Information validation messages.

Important Note: CALPADS now requires that all enrollment end dates be reported using the following definition:

The last date that a student was expected to attend within a specific enrollment period. This should be the last day that the student was expected to attend the school for the enrollment period unless the student is a habitual truant. For a habitual truant, the exit date should be one of the following:

  • The date the student was referred to the local or county School Attendance Review Board (SARB).

  • If the student cannot be located, the date a full investigation as to the whereabouts of the student was completed. For a student who was enrolled in the prior year, was pre-enrolled for the current year, and who does not show up at the beginning of the school year as expected, the exit date may be within the first few days of school as the school attempts to determine the student's whereabouts.

Selection Criteria

The extract includes student records that meet the following criteria:

  • Students must not be excluded from state reporting.

  • Students' school enrollment must not be excluded from state reporting.

  • Students must not be enrolled in a school that is excluded from state reporting.

  • Students must be assigned an SSID.

  • Students must have a school enrollment with an enrollment status of 10 (Primary).

Fall 1 Submission:

  • Students must have a school enrollment with an exit date after the Census date and an entry date on or before Census Day. No-show records are not included.

Notes:

    • The student's exit date is calculated based on the student's Exit Date minus one day. If the student's Exit Date minus one day is not an in-session day, the report pulls the last in-session day for the school.

    • For Fall 1 Submission only: All students who meet the criteria are included in the report output, even if no changes were made to their data.

Ongoing Submissions:

  • Students must have a school enrollment with an exit date after the report start date and an entry date on or before the report end date. No-show records are not included.

    • Note: The student's exit date is calculated based on the student's Exit Date minus one day. If the student's Exit Date minus one day is not an in-session day, the report pulls the last in-session day for the school.

  • If the extract is run using the Submission report mode, the student record must have been updated since the last time CALPADS data was saved to the CALPADS Submission History table in PowerSchool, based on the undateable fields and operational keys in the record.

    • To override the existing logic for calculating the Effective Start Date for each record, select the checkbox labeled: Make Effective Start Date Match Enrollment Start Date.


The California Department of Education (CDE) has added a new grade level of ‘TK’ that districts must use when reporting Transitional Kindergarten students to CALPADS. This new grade level will be effective starting with the 2023-2024 school year.

To support this functionality, PowerSchool has updated all California state reporting pages and reports to honor the grade level mappings as defined by each district.

The grade level is reported as mapped in all CA-specific reports once you meet the following criteria:

  • You are on PS Version 23.1 or higher

  • LTK Pref is enabled

  • While running the report, the selected school year is 23-24 or higher.

LTK Grade Level Mapping - valid values:

  • Grade 0 = KN

  • Grades -1 and below = TK, PS, IN

  • Grades >12 = AD

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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

Use

If run at the district level, choose one of the following from the pop-up menu:

  • Default – District Wide. Includes all records on the PowerSchool server that meet selection criteria.

  • Current School Only – Includes all records associated with the current school that meet the selection criteria.

  • District Wide – Includes all records on the PowerSchool server that meet the selection criteria.

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.

Students to Include

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.

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

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/yyyy or mm-dd-yyyy to 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.

Check for Fall Submission

Select this checkbox to use the Census Date as the Effective Start Date for all records in the report output.

Note: Selecting this checkbox results in the Census Date field being displayed on the page in place of the Start and End Date parameters.

  • To override this logic, select the checkbox labeled: 'Make Effective Start Date Match Enrollment Start Date.'

Make Effective Start Date Match Enrollment Start Date

Select this option to have the ‘Effective Start Date’ for each record populated using the enrollment start date from the student’s school enrollment.

Note: Selecting this option overrides the 'Effective Start Date' logic for all other report parameters.

Census Date*

The field is automatically populated with a date equal to the first Wednesday in October for the school year selected at the top of the page. This date is editable.

Note: This field only displays if 'Check for Fall Submission' is selected.

  • A date validation will prevent submission of the report when the value displayed for Census Date is in the future (greater than the current system date). 

Start Date

Enter the start date for the report.

Note: This field only displays if 'Check for Fall Submission' is unselected.

End Date

Enter the end date for the report, based on the following criteria:

  • If generating a report for a particular submission (Fall 1, Spring, etc.), use the Census Date as the report end date. Using the Census Date will create a file with data updates up to that Census Date, and will set the Effective Start Date on most records to that Census Date. Records with an effective start date that is after the Census Date will not be included in the certification.

  • If a report is submitted on an ongoing basis (recommended every 14 days), use the current calendar day as the report end date.

  • A date validation will prevent submission of the report when the value entered for Census Date is in the future (greater than the current system date). 

Note: This field only displays if 'Check for Fall Submission' is unselected. 

  • To override this logic, select the checkbox labeled: 'Make Effective Start Date Match Enrollment Start Date.'

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.

  • Exception mode (missing records) – Extract all records that do not satisfy the selection criteria. Use the resulting list of students and exception messages to troubleshoot why records are missing from the extract. See Student Information Exceptions (Records Missing) for a list of exception messages.

Compare to CALPADS ODS File

Select the checkbox to compare the extract to the ODS file. Refer to Comparing Extracts in PowerSchool to CALPADS ODS Option for more information.

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.

Refer to Extract Validations for a list of potential validation errors.

Include Students' Preferred Names (If Different From Legal)*

Choose Yes or No from the pop-up menu

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 a sub-district from the drop-down list. You must set up sub-districts in order for this list to be populated.

Run the report. 

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Report Output

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

The records are sorted in the output file using the values in the following fields:

  • Student Last Name

  • Student First Name

  • Student Number

Operational Key: SSID

Processing Method: Effective Date

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

Field #

Data Element

Description

[Table]FieldName

Field Type

O/U

Required

2.01

Record Type Code

The type of data record being submitted.

Always SINF

CS

N/A

Y

2.02

Transaction Type Code

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

CALPADS uses the following transaction codes to determine how to handle records:

  • Blank: Add or update the record

  • D: Delete the current record

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

CS

N/A

N

2.03

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.

[Students]ID

CS

N/A

N

2.04

Effective Start Date

The date on which the data within the record became effective.

Ongoing Submissions:

If the student’s school enrollment Exit Date occurs after the end date of the report, then the extract uses the end date of the report as the Effective Start Date.

If the student's Exit Date occurs before the end date of the report, then the extract uses the student school enrollment Exit Date as the Effective Start Date.

For Fall Submission:

If the Check for Fall Submission runtime parameter is selected, the extract uses the Census Date as the Effective Start Date.

State Business Rules:

The date should be within the academic year associated with the term at the top of the page when the extract is run.

N/A

DT

N/A

Y

2.05

Effective End Date

This data element is not required for CALPADS reporting.

N/A

DT

N/A

N

2.06

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

CS

N/A

Y

2.07

School of Attendance

The school in which the student is enrolled.

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

[S_CA_SCH_X]StateSchoolNumber

[S_CA_STU_ConcurrentEnroll_C] StateSchoolNumber

[Students]SchoolID = [Schools]School_Number

[ReEnrollments]SchoolID = [Schools]School_Number

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

CS

N/A

N

2.08

Academic Year

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

Based on the term selected at the top of the page when the extract is run.

Extracted in the format CCYY-CCYY, such as 2008-2009.

State Business Rules:

The term selected must be within the current school year, even if the data submitted is from a previous school year. CALPADS considers each new school year to begin on July 1st.

[Terms]FirstDay

[Terms]LastDay

The report extracts the last four digits from the dates stored in the FirstDay and LastDay fields.

CS

N/A

Y

2.09

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

CS

O

Y

2.10

Local Student ID

A unique identifier assigned to the student by an LEA.

[Students]Student_Number

CS

U

Y

2.11

Student Legal First Name

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

State Business Rules:

The Student Gender Code and Student Date of Birth Year must equal existing data in CALPADS.

Or

Student Legal First Name and Student Legal Last Name must equal existing CALPADS data.

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

[StudentCoreFields]PSCore_Legal_First_Name

[Students]First_Name

CS

U

Y

2.12

Student Legal Middle Name

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

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

[StudentCoreFields]PSCore_Legal_Middle_Name


CS

U

N

2.13

Student Legal Last Name

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

State Business Rules:

The Student Gender Code and Student Date of Birth Year must equal existing data in CALPADS.

Or

Student Legal First Name and Student Legal Last Name must equal existing CALPADS data.

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

[StudentCoreFields]PSCore_Legal_Last_Name

[Students]Last_Name

CS

U

Y

2.14

Student Legal Name Suffix Code

The student’s name suffix.

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

[StudentCoreFields]PSCore_Legal_Suffix

[S_CA_STU_X]NameSuffix

CS

U

N

2.15

Student Alias First Name

State Business Rules:

If Student Alias Last Name is populated, then this field must be populated.

[S_CA_STU_X]AKAFirst

CS

U

N

2.16

Student Alias Middle Name

The student’s Alias Middle Name.

[S_CA_STU_X]AKAMiddle

CS

U

N

2.17

Student Alias Last Name

State Business Rules:

If Student Alias First Name is populated, then this field must be populated.

[S_CA_STU_X]AKASurname

CS

U

N

2.18

Student Birth Date

Extracted in the format CCYYMMDD.

State Business Rules:

The student’s age must be > 0 and <= 22.

If the student’s Grade Level Code is AD (Adult), then the student’s age must be >= 16 and < 80.

State Business Rules:

The Student Gender Code and Student Date of Birth Year must equal existing data in CALPADS.

Or

Student Legal First Name and Student Legal Last Name must equal existing CALPADS data.

[Students]DOB

DT

U

Y

2.19

Student Gender Code

State Business Rules:

The Student Gender Code and Student Date of Birth Year must equal existing data in CALPADS.

Or

Student Legal First Name and Student Legal Last Name must equal existing CALPADS data.

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

CS

U

Y

2.20

Student Birth City

The city in which the student was born.

[S_CA_STU_X]BirthPlace_City

CS

U

N

2.21

Student Birth State Province Code

State Business Rules:

Student Birth Country Code and Student Birth State Province Code must be a valid combination.

[S_CA_STU_X]BirthPlace_StateProvince

CS

U

N

2.22

Student Birth Country Code

State Business Rules:

Student Birth Country Coe and Student Birth State Province Code must be a valid combination.

[S_CA_STU_X]BirthCountry

CS

U

Y

2.23

Student Hispanic Ethnicity Indicator

The report extracts:

  • N – (0) No, not Hispanic or Latino

  • Y – (1) Yes, Hispanic or Latino

Otherwise, the report extracts blank.

State Business Rules:

If the Student Ethnicity Missing Indicator is Y, then the Student Hispanic Ethnicity Indicator must be blank.

[Students]Fedethnicity

CS

U

Yes, if the student’s Ethnicity Missing indicator is No or blank.

2.24

Student Ethnicity Missing Indicator

The report extracts Y if the Student Hispanic Ethnicity Indicator field is blank.

Otherwise, the report extracts N.

State Business Rules:

If the Student Hispanic Ethnicity Indicator is populated, then the Student Ethnicity Missing Indicator must be N or blank.

[Students]Fedethnicity = 2 (Ethnicity Missing) or -1 (not set)

CS

U

Yes, if the student’s Hispanic Indicator is blank.

2.25

Student Race 1 Code

State Business Rules:

If the Student Race Missing Indicator is Y, then all the Student Race Codes must be blank.

Up to five races are extracted in this report, in the following order:

[StudentRace]Racecd = 100 (American Indian)

[StudentRace]Racecd = 600 (Black or African American)

[StudentRace]Racecd = 700 (White)

[StudentRace]Racecd = 299  (Other Asian)

[StudentRace]Racecd = 205 (Asian Indian)

[StudentRace]Racecd = 301 (Hawaiian)

[StudentRace]Racecd = 399  (Other Pacific Islander)

[StudentRace]Racecd = 208 (Hmong)

[StudentRace]Racecd = 303 (Samoan)

[StudentRace]Racecd = 207 (Cambodian)

[StudentRace]Racecd = 202 (Japanese)

[StudentRace]Racecd = 304 (Tahitian)

[StudentRace]Racecd = 201 (Chinese)

[StudentRace]Racecd = 203 (Korean)

[StudentRace]Racecd = 204 (Vietnamese)

[StudentRace]Racecd = 400 (Filipino)

[StudentRace]Racecd = 206 (Laotian)

[StudentRace]Racecd = 302 (Guamanian)

CS

U

Yes, if the student’s Race Missing indicator is blank.

2.26

Student Race 2 Code

See Student Race 1 Code

See Student Race 1 Code

CS

U

N

2.27

Student Race 3 Code

See Student Race 1 Code

See Student Race 1 Code

CS

U

N

2.28

Student Race 4 Code

See Student Race 1 Code

See Student Race 1 Code

CS

U

N

2.29

Student Race 5 Code

See Student Race 1 Code

See Student Race 1 Code

CS

U

N

2.30

Student Race Missing Indicator

The report extracts Y if either of the following conditions is met:

  • The 'Declined to State' Indicator is selected.

  • No Student Race Code has been selected.

Otherwise, the report extracts N.

State Business Rules:

If one or more of the Student Race Codes are populated, then the Student Race Missing Indicator must be N or blank.

[Students]Fedracedecline = 1

or

if there are no [StudentRace]Racecd records for the student.

CS

U

Yes, if all the race codes for the student are blank.

2.31

Address Line 1

The student’s street address. 

[Students]Street

CS

U

Yes, if the student’s Primary Residence Category Code is not 100, 110, 120, 130 (Homeless), or 310.

2.32

Address Line 2

The second line of the student’s street address. If the student’s mailing address is populated, then the mailing address is extracted. Otherwise, the home address is extracted.

[S_CA_STU_X]Address2

CS

U

N

2.33

Address City Name

The student’s residential city. 

[Students]City

CS

U

Yes, if the student’s Primary Residence Category Code is not 100, 110, 120, 130 (Homeless), or 310.

2.34

Address State Province Code

The student’s residential state. 

[Students]State

CS

U

Yes, if the student’s Primary Residence Category Code is not 100, 110, 120, 130 (Homeless), or 310.

2.35

Address Zip Code

The student’s residential zip code. If the student’s mailing address is populated, then the mailing address is extracted. Otherwise, the home address is extracted.

[Students]Zip

CS

U

Yes, if the student’s Primary Residence Category Code is not 100, 110, 120, 130 (Homeless), or 310.

2.36

Student Initial U.S. School Enrollment Date

The date of the student’s first enrollment in a kindergarten through twelfth grade public or private school, including any homeschooling in grades K-12 in the U.S., Puerto Rico and Washington D.C. School enrollment in U.S. territories is not included.

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 six months. This field not required for students in grade levels PS or IN.

[S_CA_STU_X]FirstUSASchooling

DT

U

Yes, if the student’s Birth Country Code is not equal to US, Puerto Rico, or Washington D.C. and/or if the student’s English Language Acquisition Status is EL.

2.37

Enrolled in U.S. School less than Three Cumulative Years Indicator

Indicates whether the student enrolled in a U.S. School for less than three cumulative years.

[S_CA_STU_X]ImmigrantFunding

CS

U

Yes, if the student’s Birth Country Code is not equal to US, Puerto Rico, or Washington D.C.

2.38

Parent Guardian 1 Highest Education Level Code


The highest education level completed by the student’s guardians, including equivalency certificates.

[S_CA_STU_X]ParentEd

CS

U

Y

2.39

Guardian 1 First Name

The value for this data element is extracted based on the value selected for the Primary Parent/Guardian field.

  • If the Primary Parent/Guardian is (M), then the mother’s first name is extracted.

  • If the Primary Parent/Guardian is (F), then the father’s first name is extracted.

  • If the Primary Parent/Guardian is (G1), then the Guardian 1’s first name is extracted.

  • If the Primary Parent/Guardian is (G2), then the Guardian 2’s first name is extracted.

[Students]Mother

[Students]Father

[Students]Guardian_FN

[S_CA_STU_X]Guardian2_FirstName

CS

U

N

2.40

Guardian 1 Last Name

The value for this data element is extracted based on the value selected for the Primary Parent/Guardian field.

  • If the Primary Parent/Guardian is (M), then the mother’s name is extracted.

  • If the Primary Parent/Guardian is (F), then the father’s name is extracted.

  • If the Primary Parent/Guardian is (G1), then the Guardian 1’s last name is extracted.

  • If the Primary Parent/Guardian is (G2), then the Guardian 2’s last name is extracted.

The report references [S_CA_STU_X]PrimaryGuardian to determine which field to use for the name.

The name is extracted from one or more of the following fields:

[Students]Mother

[Students]Father

[Students]Guardian_LN

[S_CA_STU_X]Guardian2_LastName

CS

U

N

2.41

Guardian 2 First Name

The value for this data element is extracted based on the value selected for the Primary Parent/Guardian field.

  • If the Primary Parent/Guardian is (M), then the mother’s first name is extracted.

  • If the Primary Parent/Guardian is (F), then the father’s first name is extracted.

  • If the Primary Parent/Guardian is (G1), then the Guardian 1’s first name is extracted.

  • If the Primary Parent/Guardian is (G2), then the Guardian 2’s first name is extracted.


[Students]Mother

[Students]Father

[Students]Guardian_FN

[S_CA_STU_X]Guardian2_FirstName

CS

U

N

2.42

Guardian 2 Last Name

The value for this data element is extracted based on the value selected for the Primary Parent/Guardian field.

  • If the Primary Parent/Guardian is (M), then the mother’s name is extracted.

  • If the Primary Parent/Guardian is (F), then the father’s name is extracted.

  • If the Primary Parent/Guardian is (G1), then the Guardian 1’s last name is extracted.

  • If the Primary Parent/Guardian is (G2), then the Guardian 2’s last name is extracted.

The report references [S_CA_STU_X]SecondaryGuardian to determine which field to use for the name.

The name is extracted from one or more of the following fields:

[Students]Mother

[Students]Father

[Students]Guardian_LN

[S_CA_STU_X]Guardian2_LastName

CS

U

N

2.43

Student Preferred First Name

The first name (i.e., given name) that may be chosen to be used instead of the legal first name.

Only populated if the 'Include Students' Preferred Names (If Different From Legal)' option is set to Yes.

[Students]First_Name

CA

N/A

N

2.44

Student Preferred Last Name

The last name (i.e., given name) that may be chosen to be used instead of the legal last name.

Only populated if the 'Include Students' Preferred Names (If Different From Legal)' option is set to Yes.

[Students]Last_Name

CS

N/A

N

2.45

Mailing Address Line 1

The student’s street address. Mailing Address is extracted only if it is different from the home address. 

[Students]Mailing_Street

CS

U

Yes, if the student’s Primary Residence Category Code is not 100, 110, 120, 130 (Homeless), or 310.

2.46

Mailing Address Line 2

The second line of the student’s street address. Mailing Address is extracted only if it is different from the home address. 

[S_CA_STU_X]Address2

CS

U

N

2.47

Mailing City

The student’s residential city. Mailing Address is extracted only if it is different from the home address. 

[Students]Mailing_City


CS

U

Yes, if the student’s Primary Residence Category Code is not 100, 110, 120, 130 (Homeless), or 310.

2.48

Mailing State

The student’s residential state. Mailing Address is extracted only if it is different from the home address. 

[Students]Mailing_State


CS

U

Yes, if the student’s Primary Residence Category Code is not 100, 110, 120, 130 (Homeless), or 310.

2.49

Mailing Zip

The student’s residential zip code. Mailing Address is extracted only if it is different from the home address. 

[Students]Mailing_Zip


CS

U

Yes, if the student’s Primary Residence Category Code is not 100, 110, 120, 130 (Homeless), or 310.

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