CALPDADS EOY Processing

On the page:

There are multiple end of year submissions:

When creating the EOY 1 Course/CTE data submission, use the Marking Period(s) prompt.
When creating the EOY 3 Student Absence/Discipline data submission, use the View Type and Absence Codes prompts.
For the Student Discipline file, refer to the Discipline Data Entry section which explains how discipline incidents are reported and where to enter the information collected in the Student Discipline record. Refer to Discipline Validation Tables for the file's setup prerequisites.

You can submit and certify your EOY CALPADS files before or after you run the eSchoolPlus Year-End Rollover process. Once you run the Rollover, you can even use the new year's environment to create the EOY files for the year you are closing. On the Create CALPADS Extract/State Files page, just make sure you use the appropriate School Year prompt value for the year you are submitting.

Post rollover, you will have Withdrawal Dates for Entry/Withdrawal records and Exit Dates for programs. This does not affect your ability to submit and certify for End-of-Year.

CALPADS EOY Files

Following is a listing of the primary files that comprise each EOY submission.

EOY Submission	File	File Layout/Mapping
EOY 1	Student Courses	Student Courses File Layout
EOY 1	Student CTE	Student Career Technical Education File Layout
EOY 2	Student Programs	Student Program File Layout
EOY 3	Student Absence	Student Absence File Layout
EOY 3	Student Discipline	Student Discipline File Layout

EOY 1 Student Courses Prerequisite

Important: Before you run file extracts for EOY 1 Course/CTE, make sure you have State Code Equiv values defined in Marking Periods setup for all marking periods that get final grades issued. Refer to Marking Periods Setup for more information.

When you run the Extract Files option for the EOY 1 Course/CTE Data Submission, you will need to use the Mark Type(s) prompt to identify which Mark Types receive final grades for the buildings you are processing. The CALPADS extract processing checks Mark Type setup in Mark Reporting to determine when the selected Mark Type is issued for each building. In other words, the system figures out which Marking Periods are associated with the Mark Type.

Based on this, the system then checks Marking Periods setup in Registration to determine which of the associated Marking Periods have State Code Equiv values defined. A separate Student Course record is created for each Marking Period with a State Code Equiv that is associated with the selected Mark Type.

EOY 3 Student Absence File Prerequisites

Following are the initial setup prerequisites for the CALPADS Student Absence file, followed by processing prerequisites to follow before you run the extract.

Initial Prerequisites

Make sure your Attendance Codes (Administration > Attendance Setup > Setup > Attendance Codes) setup includes records for Excused Absences, Unexcused Absences, Out-of-School Suspension, In-School Suspension, Incomplete Independent Study, and Present. The Present code is needed for Continuation buildings.
You need a Student Absence Summary Attendance View Type for each building where you take attendance. (Administration > Attendance Setup > Setup > Attendance View Setup)
- We provide setup details for regular period attendance buildings and Continuation buildings.
- Use a View Type code of STAS for each building so you can select this single View Type when you run the CALPADS extract.
Verify your Non-Public School buildings are set up with State Equivalency Code values ending in 0000001 (six zeroes). (Administration > Registration Setup > Building > Building Definition > Preferences panel) The Student Absence file extract will include Non-Public School students, indicating they are excluded from absence reporting.
For buildings that do report attendance, make sure to set up the building-level district-defined page, CA Absence (Administration > Registration Setup > Building > Building District Defined > CA Absence).
- This page lets you define the way the building tracks students in a home or hospital instructional setting, whether by Calendar or Curriculum code.
- If you use Curriculum codes to track home/hospital students, make sure the Academic page's Curriculum field is set up as program-tracked.
Make sure students educated in a home or hospital instructional setting have the appropriate Calendar in their Entry/Withdrawal records or a valid Curriculum code on the Academic page. Again, this depends on how the student's building tracks home/hospital students, as defined on the building's CA Absence page.
Make sure Continuation buildings have the Continuation School box checked on the CA Institution (Administration > Registration Setup > Building > Building District Defined > CA Institution) building district-defined page.

Student Absence Processing Prerequisites

Record attendance throughout the year.
For buildings that take attendance, run the Attendance Day Totals Calculation through the end of the year. Do this for the STAS View Type, which should be the building's Student Absence Summary View Type. (Attendance > All > Calculations > Day Totals Calculation)

Create the EOY 3 Student Absence Data Submission

Regulatory > CALPADS > Download/Upload > Create CALPADS Extract/State Files

When you run the CALPADS extract for the EOY 3 Student Absence/Discipline data submission, make sure you enter the following prompts:

Prompt	Description
View Type	Select the View Type code you set up for calculating Absence codes for CALPADS Student Absence. This code should be the same across buildings, but if you have different View Type codes by building, you will need to select them.
Excused Absence Codes	Select any Absence code you defined as a Convert Code for excused absences in a building's Student Absence Summary Attendance View setup. This tells the extract which Absence Codes signify an excused absence in the Student Day Totals records.
Unexcused Absence Codes	Select any Absence code you defined as a Convert Code for unexcused absences in a building's Student Absence Summary Attendance View setup. This tells the extract which Absence Codes signify an unexcused absence in the Student Day Totals records.
Out of School Suspension Absence Codes	Select any Absence code you defined as a Convert Code for an out-of-school suspension in a building's Student Absence Summary Attendance View setup. This tells the extract which Absence Codes signify an out-of-school suspension in the Student Day Totals records.
In School Suspension Absence Codes	Select any Absence code you defined as a Convert Code for an in-school suspension in a building's Student Absence Summary Attendance View setup. This tells the extract which Absence Codes signify an in-school suspension in the Student Day Totals records.
Non-ADA Generating Independent Study Absence Codes	Select any Absence code you defined as a Convert Code for non-ADA generating independent study in a building's Student Absence Summary Attendance View setup. This tells the extract which Absence Codes signify a non-ADA generating independent study absence in the Student Day Totals records.
ADA Generating Independent Study Absence Codes	Select any Absence code you defined as a Convert Code for ADA generating independent study in a building's Student Absence Summary Attendance View setup. This tells the extract which Absence Codes signify an ADA generating independent study absence in the Student Day Totals records.