CALPADS Processing Types
CALPADS will employee three different ways to process the files that are sent to them from districts:
- Replacement
- Transaction
- Effective Date
Replacement Method
This method is the one that is most familiar—the CSIS system employed this processing method exclusively. Each time the district extracts data for Replacement Method files, the system will use whatever is entered in the filter and the school year from the prompt to determine which records should be included.
Transaction Method
This method specifies that deletions and replacements to the data be reported with specific record subtypes. In order to ensure that you can produce the state files correctly for this method, eSchoolPlus will use a file from the CALPADS system, the ODS (Operational Data Store) file.
If the Start Date AND Building are different for a student between the ODS file and eSchoolPlus, then a Replacement (R in the Transaction Type field in the file) record will be created for the student in the SSID Enrollment and Student Programs files.
If a student has a program record with an R due to a change in building and start date, then we will send all programs for the student, not just the one that needs to be corrected since program code is not part of the replacement key for CALPADS.
Effective Date Method
This method specifies that you send data to the State when changes are made to certain data elements and give them the effective date of the change. When these data elements are changed, a trigger in the database will create an entry in a Program to track the effective date of the change. You will need to upload files from the CALPADS ODS for files that use this processing type.
Below is a table that gives the program code, name and type of data changes that are being tracked in it.
Program Code | Program Name | Data Changes Tracked |
|---|---|---|
EDCTC | CALPADS Student Contact Info | Student physical address fields (from Addresses page) and Guardian names (from Contacts page). |
NOTE: Do NOT use the Generate Programs Utility to update the information in these Effective Date programs. Doing so will cause problems with your submissions.
CALPADS: A Note about Non-Homeless Students Without Addresses
If you do not enter an address for a student when you are registering him/her (which we do NOT recommend) you will get an entry in the EDCTC program with N/A in it. If a student is not considered homeless by the State (CA Demographics page, Residential Status field) and you create a Student Information file for the student, you will get an error in the log. When you enter a student address and you create a Student Information file for the student, the effective start date for the record will be the date the student was entered, not the date that you entered the address. This behaves differently than other effective date fields.
Data in EDCTC Program (Address Changes) |
|
| Data in CALPADS Student Information File |
|---|---|---|---|
Example 1 |
|
|
|
Start Date | Value | End Date |
|
10/01/2010 | N/A | 10/31/2010 | One record with an Effective Start Date of 10/01/2010 and a value of 10 Main St and no Effective End Date |
11/01/2010 | 10 Main St |
|
|
|
|
|
|
Example 2 |
|
|
|
Start Date | Value | End Date |
|
10/01/2010 | N/A | 10/31/2010 | Two records:
|
11/01/2010 | 10 Main St | 11/14/2010 |
|
11/15/2010 | 3 W Broad St |
|
|
How each file type is processed (CALPADS)
Record Type | Processing Type |
|---|---|
SSID Enrollment | Transaction Processing |
Student Information | Effective Date Processing |
Student Program | Transaction Processing |
Student Discipline | Replacement by School Year and School |
Student Absence Summary | Replacement by School Year and School |
Staff Demographics | Effective Date Processing |
Staff Assignment | Replacement by School Year and School |
Course Section | Replacement by School Year, School, and Term |
Student Course Section | Replacement by School Year, School, and Term |