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Students with Disabilities (SWD)

Introduction

The SPED Reporting (API) allows you to upload extracts to CALPADS for Students with Disabilities (SWD), as generated by PowerSchool Special Programs (PSSP). You can now upload the following CALPADS extracts via the new CALPADS SPED API.

  • Student Special Education Program File (FALL 1)

  • Student Services File (FALL 1)

Selection Criteria

The selection criteria are handled in the PowerSchool Special Programs application.

Access

The following pages are accessible on the Student > State - CA > Special Education Information page when all of the following conditions have been met:

  • You have purchased both PowerSchool SIS and PowerSchool Special Programs.

  • The PowerSchool Special Programs plug-in is enabled. For more details, see PowerSchool Special Programs plug-in.

  • Page-level access has been granted to your security group or role.

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

Report Input

All extracts for Student With Disabilities (SWD) are generated from within the PowerSchool Special Programs application, and the file is then sent to PowerSchool SIS for uploading to CALPADS.

Field

Description

Files Ready for Submission

Navigation: Start Page > Special Functions > CALPADS Submission

Lists the updated extracts that have not been previously submitted to CALPADS. These reports are generated in PowerSchool Special Programs (PSSP) and delivered automatically to PowerSchool via direct integration between the two systems. From within the PowerSchool SIS, the files generated by PSSP can be uploaded to the state using the new CALPADS SPED API.

  • Click View to preview all records in the file.

  • From within the View window: Click Download to save a local copy of the file.

Student Services (SSRV)

Choose the relevant period for which you are submitting the data:

  • FALL 1: Includes all Student Services (SSRV) records for services prescribed in a student’s Education Plan (only for Meeting Types 10 (Part B Initial), 15 (Part C Initial), 20 (Annual)) on census day for children and students with disabilities ages 0-22 with an active IEP, IFSP, or ISP

    All logic and validations for these reports are contained within the PowerSchool Special Programs application, and include - but are not limited to - the following

    • Fall 1 Certification: Include all Student Services (SSRV) records for services prescribed in a student’s Education Plan (only for Meeting Types 10 (Part B Initial), 15 (Part C Initial), 20 (Annual)) on census day for children and students with disabilities ages 0-22 with an active IEP, IFSP, or ISP by:
      • Reporting LEA (District of Service)
      • Reporting SELPA
      • Student Special Education Meeting or Amendment Identifier
    • COMING SOON: End of Year 4 Certification: Include all Student Services (SSRV) records for services prescribed in their Education Plan (only for Meeting Types 10 (Part B Initial), 15 (Part C Initial), 20 (Annual)) from July 1 – June 30 of the reporting year for children and students with disabilities ages 0-22 who had an active IEP, IFSP, or ISP by:
      • Reporting LEA (District of Service)
      • Reporting SELPA
      • Student Special Education Meeting or Amendment Identifier


Student Special Education Program (SPED)

Choose the relevant period for which you are submitting the data:

  • FALL 1: Includes records for all children and students ages 0-22 who, on census day

    • Are receiving (or have received) special education or related services according to their Individual Family Service Plan (IFSP), Individualized Education Program (IEP), or Individual Service Plan (ISP); or

    • Have been referred for services and parental consent has been signed, but have not yet had a meeting to determine eligibility for services.

All logic and validations for these reports are contained within the PowerSchool Special Programs application, and include - but are not limited to - the following

  • Fall 1 Certification: Submit the Special Education Program File Format (SPED) for all children and students ages 0-22 who, on census day:

    • Are receiving (or have received) special education or related services according to their Individual Family Service Plan (IFSP), Individualized Education Program (IEP), or Individual Service Plan (ISP); or

    • Have been referred for services and parental consent has been signed, but have not yet had a meeting to determine eligibility for services

  • COMING SOON: End of Year 4 Certification:

    • Submit the Special Education Program File Format (SPED) for children and students ages 0-22 who, from July 1 – June 30 of the reporting year:

      • Have received special education or related services according to their IFSP, IEP, or ISP; or

      • Have been referred for services but have not yet had a meeting to determine eligibility for services; or

      • Have had a meeting to determine eligibility for services, but have been determined to be ineligible;

      • Have had a meeting to determine eligibility for services, but have been determined to be eligible but who are not receiving services (e.g. parent refusal of free and appropriate public education (FAPE);

      • Have exited the Special Education Program

  • If the student has had multiple Meeting Types (IEP/ISP/IFSP Annual Updates, Triennial Evaluations, amendments, or exit meetings) within the academic year, multiple records should be reported for each student by Special Education Meeting Type and Education Plan Amendment Date (even if the amendment date field is null).

    • An Education Plan Amendment is a modification of one or more of the following components of a student’s Special Education Program:

      • Primary Residence Code

      • Special Education Program Setting Code

      • Preschool Program Setting Service Location Code

      • Preschool Program Ten Weekly Hours or Greater Indicator

      • General Education Participation Percentage Range Code

      • IEP Includes Postsecondary Goals Indicator

      • Postsecondary Goals Updated Annually Indicator

      • Postsecondary Goals Age-Appropriate Transition Assessment Indicator

      • Transition Services in IEP Indicator

      • Supportive Services Indicator

      • Transition Services Goals in IEP Indicator

      • Student IEP Participation Indicator

      • Agency Representative IEP Participation Code

      • Special Transportation Indicator



Report Submission Status

Once you submit the data, you can see the updated status over the API from CALPADS.

  • Upload Failed - the file did not pass the initial upload validations or rules processing

  • In Queue - the file passed the initial upload validations and rules processing and is waiting to be processed (Queue: the process waiting line for files)

  • In Process – the file is currently being processed by the system. Each record in the file is being processed by the Input Validation Rules.

  • Ready for Review - the file has completed the initial submission processing and is ready for an authorized to review the results after submission validations

  • In Review - the file has completed the initial submission processing and an authorized user has reviewed the results but has not made a selection on one or more sets of records in the file requiring user interaction

  • Post-Requested - the records within the file submitted for posting to the ODS are in a queue waiting to be posted. The file undergoes the third set of validations when a post is requested

  • Posting - the records within the file submitted for posting are currently being posted to the ODS.

  • Partial Post - the file with multiple schools that has one or more school(s) posted but not all school(s) are posted.

CALPADS Errors

Once a file has been processed by CALPADS, and shows as "Ready to Review", any errors generated on the CALPADS side are available for review:

  • Click View Errors to preview all errors.

  • From the View window, click Download to save a local copy of the file.

Report Output

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

Student Special Education Program (SPED)

Operational Keys: Reporting LEA, SSID, Reporting SELPA, Student Special Education Meeting or Amendment Identifier

Processing Method: Transaction Processing

Field
#

Data Element

Description

Table field Name Processing

Max Length

Field Type

Operational Key

Required

14.01

Record Type Code

A category describing the type of record being submitted.

[S_CA_CALPADS_SPED_REC_S]RecordType

  • For Students Special Education records, this value will always be extracted as SPED

4

CS

n/a

Y

14.02

Transaction Type Code

A category describing the action the system should take on the data record being submitted.

[S_CA_CALPADS_SPED_REC_S]TransactionType

  • For Students Special Education records, this value will either be null (Add/Update) or D (Delete)

1

CS

n/a

N

14.03

Local Record ID

A local use field to provide the system record identifier for a submitted record in any California Longitudinal Pupil Achievement Data System (CALPADS) file format.

[S_CA_CALPADS_SPED_REC_S]LocalRecordID

255

CS

n/a

N

14.04

Reporting LEA

A unique identifier for the educational service institution responsible for obtaining and maintaining a student's Statewide Student Identifier by way of an enrollment record in the California Longitudinal Pupil Achievement Data System (CALPADS).

[S_CA_CALPADS_SPED_REC_S]ReportingLEA

7

CS

X

Y

14.05

School of Attendance

A unique identifier for the school that delivers a majority of educational instruction and services and is where the student attends.

[S_CA_CALPADS_SPED_REC_S]SchoolOfAttendance

7

CS

n/a

Y

14.06

School of Attendance NPS

A unique identifier (school code) for the certified non-public non-sectarian school the student attends.

[S_CA_CALPADS_SPED_REC_S]SchoolOfAttendanceNPS

7

CS

n/a

N

14.07

Academic Year ID

A unique identifier assigned to a specific Academic Year. An Academic Year is the period during which school is in regular session and provides a required number of days of instruction (175 days in California).

[S_CA_CALPADS_SPED_REC_S]AcademicYearId

9

CS

n/a

Y

14.08

SSID

The unique identifier for the student assigned to or by the first California district in which the student is enrolled in accordance with CDE established standards. This number follows the student from school to school throughout their association within the California educational system.

[S_CA_CALPADS_SPED_REC_S]SSID

10

CS

n/a

Y

14.09

Local Student ID

A unique identifier assigned to the student by a local educational agency. This may not necessarily be the same as the identifier assigned to the student at the school level. This field will flow through CALPADS and be provided back to the Local Educational Agency (LEA) to help facilitate locating the original record in their local student information system (SIS) environment.

[S_CA_CALPADS_SPED_REC_S]LocalStudentId

15

CS

n/a

N

14.10

Local Special Education Student ID

A unique identifier assigned to a student by a Special Education Local Plan Area (SELPA) or State Operated Program (SOP), the identifier may or may not be the same as the identifier in the local student information system.

[S_CA_CALPADS_SPED_REC_S]LocalSPEDStudID

16

CS

n/a

Y

14.11

Student Legal First Name

The Student Legal First Name of the student. The Student Legal First Name is the first name of the person which is given to a person after birth (e.g., birth, baptism, or other naming ceremony certificate; or birth verification document) or through legal action (e.g., marriage, divorce, adoption, or name change).

[S_CA_CALPADS_SPED_REC_S]StuLegalFirstName




30

CS

n/a

Y

14.12

Student Legal Last Name

The Student Legal Last Name of the student. The Student Legal Last Name is the name borne in common by members of a person’s family, or the last name recognized as the formal and consistent last name given to a person after birth (e.g., birth, baptism, or other naming ceremony certificate; or birth verification document) or through legal action (e.g., marriage, divorce, adoption, or name change).

[S_CA_CALPADS_SPED_REC_S]StuLegalLastName

50

CS

n/a

Y

14.13

Student Birth Date

The month, day, and year on which a person was born based on the Gregorian Calendar.

[S_CA_CALPADS_SPED_REC_S]StuBirthDate

8

DT

n/a

Y

14.14

Student Gender Code

A coded value representing the person's gender. Gender is a person's actual sex or perceived sex and includes a person's perceived identity, appearance or behavior, whether or not that identity, appearance, or behavior is different from that traditionally associated with a person's sex at birth.

[S_CA_CALPADS_SPED_REC_S ]StuGender

1

CS

n/a

Y

14.15

Reporting SELPA

A unique identifier assigned by the California Department of Education Special Education Division to each Educational Service Institution serving as a Special Education Local Plan Area.

[S_CA_CALPADS_SPED_REC_S]ReportingSELPA

4

CS

n/a

Y

14.16

District of Special Education Accountability

A unique identifier (county-district code) for the district or charter school that is responsible for ensuring that special education services are provided for a student participating in special education (students with an Individualized Education Program (IEP), also known as the District of Residence. For example, if a student is transferred to another district for services because their district of geographical residence does not provide those services, the district of geographical residence would be the District of Special Education Accountability, and NOT the district that was providing the services (District of Service).

[S_CA_CALPADS_SPED_REC_S]SPEDAccountabilityDistrict

7

CS

n/a

Y

14.17

Special Education Referral Date

The date a child or student was referred to assess and determine eligibility for special education services.

[S_CA_CALPADS_SPED_REC_S]SPEDReferralDate

8

DT

n/a

If Special Education Initial Entry Start Date is greater than or equal to 07/01/2006, Then Y;

Else N

14.18

Referring Party Code

A coded value representing the person initiating a child or student's referral for assessment and to determine eligibility for special education services.

[S_CA_CALPADS_SPED_REC_S]ReferringPartyCode

2

CS

n/a

If Special Education Referral Date is populated, Then Y; Else N

14.19

Initial Evaluation Parental Consent Date

The date the district/school received parental consent for initial evaluation to determine eligibility for special education services.

[S_CA_CALPADS_SPED_REC_S]ParentConsentDate

8

DT

n/a

If Special Education Meeting Type Code = 10 (Part B Initial Evaluation) or 15 (Part C Initial Evaluation)
Then Y;
Else N

14.20

Special Education Meeting Type Code

A coded value representing the type of meeting being conducted for a child in the special education program.

[S_CA_CALPADS_SPED_REC_S]SPEDMeetingType

2

CS

n/a

Y

14.21

Special Education Meeting Date

The date of the Individualized Family Service Plan (IFSP), Individualized Education Program (IEP), or Individual Service Plan (ISP) team meeting to review the initial evaluation, Annual Education or Service Plan Meeting, or triennial evaluation to determine eligibility for special education services.

[S_CA_CALPADS_SPED_REC_S]SPEDMeetingDate

8

DT

n/a

If Special Education Meeting Type Code does not = 30
Then Y; Else N

14.22

Student Special Education Meeting or Amendment Identifier

A unique identifier of a specific meeting or amendment for a child or student with disabilities. Suggested components that could uniquely identify a meeting or amendment could be:

-Unique ID (non-SSID)

-Special Education Meeting Type Code

-Special Education Meeting Date

-Education Plan Amendment Date

[S_CA_CALPADS_SPED_REC_S]SPEDMeetingAmmendId

28

CS

X

If Special Education Meeting Date is not null,

Then Y;
Else N

14.23

Meeting Delay Code

A coded value representing the reason the meeting date exceeds the required timeline but should be considered timely.

[S_CA_CALPADS_SPED_REC_S ]MeetingDelayCode

2

CS

n/a

If Special Education Meeting Type Code = 15 or 10
AND Special Education Meeting Date > 60 days from Initial Evaluation Parental Consent Date
Then Y;

OR


If Education Plan Type Code = 100 (IEP) or 200 (ISP)
AND Special Education Meeting Type Code = 10 (Part B Initial Evaluation)
AND student age > 3 years and the
most recent SPED record in the ODS (based on Special Education Meeting Date) has an Education Plan Type Code = 150 (IFSP)
Then Y;

OR


If Education Plan Type = 100 (IEP), 150 (IFSP), or 200 (ISP)
AND Special Education Meeting Type Code = 20 (Annual)
AND Special Education Meeting Date > 1 year from Special Education Meeting Date in the most recent prior SPED record in the ODS
Then Y;

OR


If Education Plan Type Code = 100 (IEP) or 200 (ISP)
AND Special Education Meeting Type Code = 40 (Triennial)
AND most recent prior SPED record in the ODS where Special Education Meeting Type Code = 40 and has a Special Education Meeting Date > 3 years from Special Education Meeting Date in Staging
Then Y;

OR


If Education Plan Type Code = 100 (IEP) or 200 (ISP)
AND Special Education Meeting Type Code = 40 (Triennial) AND Special Education Meeting Date > 3 years from Special Education Initial Entry Start Date)
AND no prior SPED record in the ODS has an Special Education Meeting Type Code = 40 (Triennial)
Then Y; Else N

14.24

Education Plan Type Code

A coded value representing the type of plan by which the student is receiving special education services, Individualized Education Program (IEP), Individual Family Service Plan (IFSP), or an Individual Service Plan (ISP), or other code as appropriate.

S_CA_CALPADS_SPED_REC_S]EduPlanTypeCode

3

CS

n/a

Y

14.25

Education Plan Amendment Date

The date that a student's individualized program: Individual Family Service Plan (IFSP), Individualized Education Program (IEP), or Individual Service Plan (ISP) was amended. This date may also reflect the date in which services change as defined in the Education Plan.

[S_CA_CALPADS_SPED_REC_S]EduPlanAmmendDate

8

DT

n/a

If Education Plan Type Code = 100, 150, or 200
AND
Special Education Meeting Type Code and Special Education Meeting Date match a SPED record for the same SSID, Reporting LEA, and SELPA Code in the ODS
AND
any of the following fields do not match:

-Primary Residence Code

-Special Education Program Setting Code

-Preschool Program Setting Service Location Code

-Preschool Program Ten Weekly Hours or Greater Indicator

-General Education Participation Percentage Range Code

-IEP Includes Postsecondary Goals Indicator

-Postsecondary Goals Updated Annually Indicator

-Postsecondary Goals Age

-Appropriate Transition Assessment Indicator

-Transition Services in IEP Indicator

-Supportive Services Indicator

-Transition Services Goals in IEP Indicator

-Student IEP Participation Indicator

-Agency Representative IEP Participation Code

-Special Transportation Indicator

Then Y; Else N

14.26

Primary Residence Code

A coded value representing the student's Primary Residence Category. A Primary Residence Category is a category describing the location where an individual lives most often, whether or not the location is considered “permanent.”

[S_CA_CALPADS_SPED_REC_S ]PrimaryResidenceCode





3

CS

n/a

If Education Plan Type Code = 100, 150, or 200
Then Y;
Else N

14.27

Special Education Initial Entry Start Date

The date when the student first entered special education. It is also defined as the date when the Individualized Education Program (IEP) Team determined the student eligible for special education services and parental acceptance of the plan.

[S_CA_CALPADS_SPED_REC_S ]SPEDEntryDate

8

DT

n/a

If Education Plan Type Code = 100, 150, or 200
Then Y;
Else N

14.28

Disability 1 Code

A coded value representing a Disability 1 Category. A disability means the student has qualified for services under one of the 13 eligibility categories in the IDEA and is in need of special education or related services.

[S_CA_CALPADS_SPED_REC_S ]DisabilityCode1

3

CS

n/a

If Education Plan Type Code = 100, 150, or 200
Then Y;
Else N

14.29

Disability 2 Code

A coded value representing a Disability 2 Category. A disability means the student has qualified for services under one of the 13 eligibility categories in the IDEA and is in need of special education or related services.

[S_CA_CALPADS_SPED_REC_S ]DisabilityCode2

3

CS

n/a

If Education Plan Type Code = 100, 150, 200
Then Y;
Else N

14.30

Infant Regional Center Services Eligibility Indicator

An indicator of whether or not the student is eligible for regional center services.

[S_CA_CALPADS_SPED_REC_S ]InfantRegEligInd

1

CS

n/a

If the student age is <36 months
AND Disability 1 Code = 220, 230, 250, 270, or 300
Then Y;
Else N

14.31

Special Education Program Setting Code

A coded value representing the special education program setting in which the student is receiving or has received the majority of special education and related services according to the student's Individual Family Service Plan (IFSP), Individualized Education Program (IEP), or Individual Service Plan (ISP).

[S_CA_CALPADS_SPED_REC_S ]SPEDProgSettCode

3

CS

n/a

If Education Plan Type Code = 100, 150, or 200, Then Y;
Else N

14.32

Preschool Program Setting Service Location Code

A coded value representing the location a preschool student with disabilities is receiving a majority of their special education services.

[S_CA_CALPADS_SPED_REC_S ]PreSchProgSettLocCode

1

CS

n/a

If student age is 3 through 5 (inclusive)
AND Special Education Program Setting Code = 201
Then Y;
Else N

14.33

Ten or More Weekly Hours in Setting Indicator

An indication of whether or not a student with disabilities is enrolled in a regular early childhood program or kindergarten for a minimum of 10 hours per week.

[S_CA_CALPADS_SPED_REC_S ]TenOrMoreWeeklyInd

1

CS

N/A

If student age is 3-5 (inclusive)
AND Special Education Program Setting Code = 201
Then Y;
Else N

14.34

General Education Participation Percentage Range Code

A coded value representing a range of the percentage of time a student with disabilities participates in general education.

[S_CA_CALPADS_SPED_REC_S]GenEduPartPctRangeCode

1

CS

n/a

If student age is 6 through 23 (inclusive)
AND Special Education Program Setting Code = 400 or 500
Then Y;
Else N

14.35

Special Education Program Type Code

A coded value representing the environment or location in which the student is receiving or has received the special education instruction and related services according to the student's Individualized Family Service Plan (IFSP).

[S_CA_CALPADS_SPED_REC_S ]SPEDPrgTypeCode

3

CS

n/a

If Education Plan Type Code = 150
Then Y;
Else N

14.36

IEP Includes Postsecondary Goals Indicator

An indicator of whether or not the student’s Individualized Education Program (IEP) includes appropriate measurable postsecondary goal or goals that cover education or training, employment, and, as needed, independent living.

[S_CA_CALPADS_SPED_REC_S ]PostSecGoalsAnualInd

1

CS

n/a

If Education Plan Type Code = 100
AND student's age >= 16 years
Then Y;
Else N

14.37

Postsecondary Goals Updated Annually Indicator

An indicator of whether or not the Postsecondary Goals are updated annually.

[S_CA_CALPADS_SPED_REC_S]PostSecGoalsTransAsmtInd

1

CS

n/a

If Education Plan Type Code = 100
AND student's age >= 16 years
Then Y;
Else N

14.38

Postsecondary Goals Age Appropriate Transition Assessment Indicator

An indicator of whether or not there is evidence that the measurable postsecondary goal(s) were based on age-appropriate transition assessment.

[S_CA_CALPADS_SPED_REC_S ]IEPPostSecGoalInd

1

CS

n/a

If Education Plan Type Code = 100
AND student's age >= 16 years
Then Y;
Else N

14.39

Transition Services in IEP Indicator

An indicator of whether or not there are transition services in the Individualized Education Program (IEP) that will reasonably enable the student to meet his or her postsecondary goal(s).

[S_CA_CALPADS_SPED_REC_S ]TransServiceIEPInd

1

CS

n/a

If Education Plan Type Code = 100
AND student's age >= 16 years
Then Y;
Else N

14.40

Supportive Services Indicator

An indicator of whether or not the transition services include courses of study that will reasonably enable the student to meet his or her postsecondary goal(s).

[S_CA_CALPADS_SPED_REC_S ]SupportServiceInd

1

CS

n/a

If Education Plan Type Code = 100
AND student's age >= 16 years
Then Y;
Else N

14.41

Transition Services Goals in IEP Indicator

An indicator of whether or not there is (are) annual Individualized Education Program (IEP) goal(s) related to the student’s transition service’s needs.

[S_CA_CALPADS_SPED_REC_S]TransServiceGoalsIEPInd

1

CS

n/a

If Education Plan Type Code = 100
AND student's age >= 16 years
Then Y;
Else N

14.42

Student IEP Participation Indicator

An indicator of whether or not there evidence that the student was invited to the Individualized Education Program (IEP) Team meeting where transition services were discussed. It is a document in the IEP or cumulative folder showing that an invitation was extended to the student to attend the IEP meeting where transition services were discussed.

[S_CA_CALPADS_SPED_REC_S ]StuIEPPartInd

1

CS

n/a

If Education Plan Type Code = 100
AND student's age >= 16 years
Then Y;
Else N

14.43

Agency Representative IEP Participation Code

A coded value representing whether a representative of a participating agency was invited to the Individualized Education Program (IEP) Team meeting with the prior consent of the parent or student who has reached the age of majority.

[S_CA_CALPADS_SPED_REC_S]AgencyRepIEPPartCode

2

CS

n/a

If Education Plan Type Code = 100
AND student's age >= 16 years
Then Y;
Else N

14.44

Special Transportation Indicator

An indicator of whether or not the student needs special transportation arrangements to participate in special education services.

[S_CA_CALPADS_SPED_REC_S]SpecialTransInd

1

CS

n/a

N

14.45

Parental Involvement Facilitation Code

A coded value representing the parent's response to the question, "Did the school district facilitate parent involvement as a means of improving services and results for your child?"

[S_CA_CALPADS_SPED_REC_S]ParentInvFacilitationCode

2

CS

n/a

If student age = 3 through 23 years (inclusive)
AND Education Plan Type = 100, 150, or 200
Then Y;
Else N

14.46

Special Education Program Exit Date

This is the date the student exited the special education program and is no longer receiving services.

[S_CA_CALPADS_SPED_REC_S ]SPEDProgExitdate

8

DT

n/a

N

14.47

Filler

Field no longer used. Fill with blank.


1

CS

n/a

n/a

14.48

Filler

Field no longer used. Fill with blank.

N/A

1

CS

n/a

n/a

14.49

Special Education Program Exit Reason Code

A coded value representing the reason the student was exited from the special education program.

[ S_CA_CALPADS_SPED_REC_S ]SPEDProgExitReasonCode

2

CS

n/a

If Special Education Program Exit Date is not null,
Then Y;
Else N

14.50

Student Hispanic Ethnicity Indicator

An indication of whether or not a Student identifies him or herself as having an ethnicity (how a person identifies him/herself in the context of: heritage, culture (i.e., religion, language, customs, music, etc.), lineage, or country of birth of the person or the person's ancestors; and is not nationality or race) of Hispanic.

[S_CA_CALPADS_SPED_REC_S]StuHisEthInd

1

CS

n/a

N

14.51

Student Ethnicity Missing Indicator

An indication in the data submission to CALPADS of whether or not the student's reported Ethnicity indicator has intentionally been left blank.

[S_CA_CALPADS_SPED_REC_S]StuEthMissingInd

1

CS

n/a

N

14.52

Student Race 1 Code

A coded value representing a person's Race Category.

[S_CA_CALPADS_SPED_REC_S]RaceCode1

3

CS

N/A

N

14.53

Student Race 2 Code

A coded value representing a person's Race Category.

[S_CA_CALPADS_SPED_REC_S ]RaceCode2

3

CS

n/a

N

14.54

Student Race 3 Code

A coded value representing a person's Race Category.

[S_CA_CALPADS_SPED_REC_S ]RaceCode3

3

CS

n/a

N

14.55

Student Race 4 Code

A coded value representing a person's Race Category.

[S_CA_CALPADS_SPED_REC_S ]RaceCode4

3

CS

n/a

N

14.56

Student Race 5 Code

A coded value representing a person's Race Category.

[S_CA_CALPADS_SPED_REC_S ]RaceCode5

3

CS

n/a

N

14.57

Student Race Missing Indicator

An indication in the data submission to CALPADS of whether or not the student's reported Race Code fields have intentionally been left blank.

[S_CA_CALPADS_SPED_REC_S ]StuRaceMissingInd

1

CS

n/a

N

14.58

Record Update Status

Indicates the record update status.

[S_CA_CALPADS_SPED_REC_S ]RecUpdateStatus

1

CS

n/a

Y

14.59

Submission Status

Indicates the submission type.

[S_CA_CALPADS_SPED_REC_S ]SubmissionType

1

CS

n/a

Y


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Student Services (SSRV)

Operational Keys: School of Attendance, Academic Year ID

Processing Method: Replacement

Field
#

Data Element

Description

Table Field Name

Max Length

Field Type

Operational Key

Required

15.01

Record Type Code

A category describing the type of record being submitted.

[S_CA_CALPADS_SSRV_REC_S]RecordType

  • For Students Services records, this value will always be extracted as SSRV

4

CS

n/a

Y

15.02

Transaction Type Code

A category describing the action the system should take on the data record being submitted.

[S_CA_CALPADS_SSRV_REC_S]TransactionType

  • For Students Services records, this value will always be null, and will be processed by CALPADS as either an Add or an Update, based on existing logic.

1

CS

n/a

N

15.03

Local Record ID

A local use field to provide the system record identifier for a submitted record in any California Longitudinal Pupil Achievement Data System (CALPADS) file format.

[S_CA_CALPADS_SSRV_REC_S]LocalRecordID

255

CS

n/a

N

15.04

Reporting LEA

A unique identifier for the educational service institution responsible for obtaining and maintaining a student's Statewide Student Identifier by way of an enrollment record in the California Longitudinal Pupil Achievement Data System (CALPADS).

[S_CA_CALPADS_SSRV_REC_S]ReportingLEA

7

CS

X

Y

15.05

School of Attendance

A unique identifier for the school that delivers a majority of educational instruction and services and is where the student attends.

[S_CA_CALPADS_SSRV_REC_S] SchoolOfAttendance

7

CS

n/a

Y

15.06

School of Attendance NPS

A unique identifier (school code) for the certified non-public non-sectarian school the student attends.

[S_CA_CALPADS_SSRV_REC_S] SchoolOfAttendanceNPS

7

CS

n/a

N

15.07

Nonpublic Agency Identifier (NPA)

A unique identifier for the nonpublic, nonsectarian agency (NPA) the student attends. This may not necessarily be the school of residence or special education service.

[S_CA_CALPADS_SSRV_REC_S]NPAIdentifier

9

CS

n/a

If Service Provider Code = 400 (NPA)
Then Y;
Else N

15.08

Academic Year ID

A unique identifier assigned to a specific Academic Year. An Academic Year is the period during which school is in regular session and provides a required number of days of instruction (175 days in California).

[S_CA_CALPADS_SSRV_REC_S]AcademicYearId

9

CS

n/a

Y

15.09

SSID

The unique identifier for the student assigned to or by the first California district in which the student is enrolled in accordance with CDE established standards. This number follows the student from school to school throughout their association within the California educational system.

[S_CA_CALPADS_SSRV_REC_S]SSID

10

CS

X

Y

15.10

Reporting SELPA

A unique identifier assigned by the California Department of Education Special Education Division to each Educational Service Institution serving as a Special Education Local Plan Area (SELPA).

[S_CA_CALPADS_SSRV_REC_S]ReportingSELPA

4

CS

X

Y

15.11

District of Special Education Accountability

The unique identifier for the district that is responsible for ensuring that special education services are provided for a student with an Individualized Education Plan [IEP]) whether or not the services are provided within this district.

[S_CA_CALPADS_SSRV_REC_S]SPEDAccountabilityDistrict

7

CS

X

Y

15.12

Student Special Education Meeting or Amendment Identifier

A unique identifier of a specific evaluation or amendment for a child or student with disabilities. Suggested components that would uniquely identify an evaluation or amendment could be:

- Unique ID (non-SSID)
- Special Education Meeting Type Code
- Special Education Meeting Date
- Education Plan Amendment Date

[S_CA_CALPADS_SSRV_REC_S]SPEDMeetingAmmendId







28

CS

n/a

Y

15.13

Special Education Service Code

A coded value representing a special education service or related service received by the student, regardless of which agency pays for the service. This may be a service provided by the Special Education Local Plan Area (SELPA) as well as by any other agency such as Mental Health as stated in the Individualized Education Program (IEP) or Individual Family Service Plan (IFSP).

[S_CA_CALPADS_SSRV_REC_S]SPEDServiceCode

3

CS

n/a

Y

15.14

Special Education Service Provider Code

A coded value representing the provider of the service in the Special Education Service Code field.

[S_CA_CALPADS_SSRV_REC_S]SPEDProviderCode

3

CS

n/a

Y

15.15

Special Education Service Location Code

A coded value representing the location where the student receives the service entered in the Special Education Service Code field, for each service reported.

[S_CA_CALPADS_SSRV_REC_S]SPEDLocationCode

3

CS

n/a

Y

15.16

Service Frequency Code

A coded value representing the frequency of receiving the service.

[S_CA_CALPADS_SSRV_REC_S]ServiceFreqCode

2

CS

n/a

If the student age is < 36 months
OR
If the Service Duration is populated
Then Y;
Else N

15.17

Service Duration

Number of minutes per session (day/week/month/year), as per the Service Frequency Code field.

[S_CA_CALPADS_SSRV_REC_S]ServiceDuration

4

NU

n/a

If the student age is < 36 months
OR
If Service Frequency Code is not null
Then Y;
Else N


15.18

Local Special Education Student ID

A unique identifier assigned to a student by a Special Education Local Plan Area (SELPA) or State Operated Program (SOP), the identifier may or may not be the same as the identifier in the local student information system.

[S_CA_CALPADS_SSRV_REC_S]LocalSPEDStuID

16

CS

n/a

N

15.19

Record Update Status

Indicates the record update status.

[S_CA_CALPADS_SSRV_REC_S]RecUpdateStatus


1

CS

n/a

Y

15.20

Submission Status

Indicates the submission type.

[S_CA_CALPADS_SSRV_REC_S]SubmissionType

1

CS

n/a

Y



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